COAST GUARD MUTUAL ASSISTANCE
US Coast Guard Mailstop 7180
4200 Wilson Blvd., Suite 610
Arlington, VA 20598-7180
800.881.2462 www.cgmahq.org
July 1, 2010
LETTER OF PROMULGATION Purpose: This manual consolidates and presents Coast Guard Mutual Assistance (CGMA) operating guidelines, policies and procedures. All personnel associated with the administration of CGMA should familiarize themselves with the contents of this Manual. Cancellation: This edition of the CGMA Manual cancels all previous dated editions. Changes: Amendments to this Manual will be promulgated by consecutively numbered changes. Reference to this Manual: References to material contained in this Manual will be made to specific chapter, section, paragraph and subparagraph. Feedback: Comments, suggestions and recommendations concerning this Manual should be directed to the CGMA-HQ Director of Administration or the CGMA-HQ Executive Director. (See paragraph 2-D-2 for CGMA-HQ contact information.)
Barry M. Boisvere
Barry M. Boisvere Executive Director
Coast Guard Mutual Assistance Manual Preface
Purpose
This Manual provides policies, procedures, requirements and responsibilities
necessary for conducting Coast Guard Mutual Assistance activities. To ensure
uniform, consistent customer service to our clients, everyone involved with Coast
Guard Mutual Assistance is to follow these policies and procedures when assisting
our clients.
These policies and procedures become effective upon receipt and supersede any
previously published information.
Manual Organization
Material in this manual is organized by chapter, section, paragraph and subparagraph.
Reference to information contained in 3-C-2.a would indicate:
Chapter 3
Section C
Paragraph 2
Subparagraph a
Distribution
This Manual is prepared and distributed by Coast Guard Mutual Assistance.
Contacting CGMA Headquarters (CGMA-HQ)
Representatives are encouraged to contact CGMA Headquarters for guidance or
assistance needed regarding the content of this manual, other CGMA instructions, or
when providing assistance. Information concerning CGMA-HQ is contained in
paragraph 2-D-2 of this manual.
“We Look After Our Own”
Coast Guard Mutual Assistance Manual Table of Contents
i
Oct 2015
Chapter Subject Page
1. Background 1-i
A. Introduction 1-1
B. History 1-1
C. Purpose 1-2
D. Mission 1-2
E. Vision 1-2
F. Goals 1-2
G. Guiding Principles 1-3
H. Confidentiality 1-3
I. Additional Information 1-4
2. Organization 2-i
A. Introduction 2-1
B. Relationship with U.S. Coast Guard 2-1
C. Board of Control 2-2
D. CGMA-HQ 2-4
E. Executive Director 2-7
F. Representatives and Assistant Representatives 2-9
G. CGMA Locations 2-16
H. Additional Information 2-17
3. Assistance Policies 3-i
A. Introduction 3-1
B. Eligibility for Assistance 3-2
C. Categories of Assistance 3-11
D. Unauthorized Items 3-75
E. Applying for Assistance 3-77
F. Quick Loan Program 3-87
G. Ancillary Programs 3-88
H. Additional Information 3-89
4. Case Management 4-i
A. Introduction 4-1
B. Loan/Grant Approval Authority Guidelines 4-2
C. Cases Beyond Local Authority and Exceptions to Policy 4-7
D. Disapproving a Request for Assistance and Appeals 4-11
E. Cooperation with Other Military Aid Societies 4-14
F. Processing a Request for Assistance 4-18
G. Additional Information 4-31
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Chapter Subject Page
5. Loan Repayments 5-i
A. Introduction 5-1
B. Repayment Policies 5-1
C. Lost Checks/Stop Payments 5-9
D. Delinquent and Uncollectible Accounts 5-11
E. Bankruptcy 5-14
F. Converting a Loan into a Grant 5-16
G. Outstanding Loan Balance at Time of Separation 5-19
H. Deceased Members 5-19
I. Loan Underpayments, Overpayments and Refunds 5-19
J. Additional Information 5-20
6. Administrative Operations 6-i
A. Record Keeping Requirements 6-1
B. Audits 6-4
C. CGMA Forms 6-5
D. CGMA Reports 6-8
E. Credit Reports 6-11
F. Additional Information 6-12
7. Fundraising 7-i
A. Introduction 7-1
B. Sources of Funds 7-1
C. Annual Fundraising Campaign 7-2
D. Other Individual Contributions 7-3
E. Corporate Contributions and Sponsorship 7-6
F. Publicizing CGMA (POWs, Websites) 7-7
G. Additional Information 7-7
Appendixes
A. Articles of Incorporation
B. Bylaws
C. Forms
D. Locations of Representatives
E. Case Management Program
F. Disaster Response
Coast Guard Mutual Assistance Manual List of Effective Pages
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The following is a list of the effective pages of the CGMA Manual released in July 2010.
This Manual was last updated in February 2017.
List of Effective Pages 6 pages
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Full Table of Contents 2 pages
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Chapter 2 Organization 20 pages
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Chapter 3 Assistance Policies 93 pages
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Chapter 4 Case Management 31 pages
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Chapter 5 Loan Repayments 23 pages
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Chapter 6 Administrative Operations 13 pages
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Chapter 7 Fundraising 7 pages
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Appendix A Articles of Incorporation 4 pages
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Appendix B Bylaws 18 pages
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Appendix C Forms 27 pages
Page Last Change
C-01 09/16 _____
Form # Revised Form # Revised Form # Revised
CGMA 1 10/15 _____ CGMA 16 02/08 _____ CGMA 42 08/16 _____
CGMA 5 03/10 _____ CGMA 17 01/10 _____ CGMA 43 08/16 _____
CGMA 6 02/08 _____ CGMA 20 08/16 _____ CGMA 44 08/16 _____
CGMA 6a 02/08 _____ CGMA 20a 08/16 _____ CGMA 45 08/16 _____
CGMA 7 08/16 _____ CGMA 21 01/10 _____ CGMA 47 10/15 _____
CGMA 8 03/17 _____ CGMA 22 08/16 _____ CGMA 48 08/16 _____
CGMA 10 08/16 _____ CGMA 22a 05/16 _____ CGMA 52 01/00 _____
CGMA 11 10/14 _____ CGMA 22b 05/16 _____
CGMA 15 02/08 _____ CGMA 41 08/16 _____
Form # Revised
Closing Disclosure 08/16 _____
00-35-2653NSBW 08/16 _____
Appendix D Location of Representatives 5 pages
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Appendix E Case Management Program 34 page
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Appendix F Disaster Response 5 pages
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Cover 07/10 _____ F-01 07/10 _____ F-03 07/10 _____
F-i 07/10 _____ F-02 07/10 _____ F-04 05/13 _____
Coast Guard Mutual Assistance Manual Chapter 1. Background
1-i
Jul 2010
Table of Contents
Section Subject Page
A. Introduction 1-1
B. History 1-1
C. Purpose 1-2
D. Mission 1-2
E. Vision 1-2
F. Goals 1-2
G. Guiding Principles 1-3
H. Confidentiality 1-3
I. Additional Information 1-4
Coast Guard Mutual Assistance Manual Chapter 1. Background
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Jul 2010
A. Introduction
Coast Guard Mutual Assistance (CGMA) is the official relief society for the United
States Coast Guard. In accordance with CGMA’s Articles of Incorporation, Bylaws,
manuals, and policies and procedures, CGMA provides financial assistance to
members of the Coast Guard family.
CGMA is incorporated in the Commonwealth of Virginia and is recognized by the
Internal Revenue Service as a 501(c)(3) tax exempt, non-profit, charitable
organization.
The Board of Control, located at Coast Guard Headquarters in Washington, DC,
provides oversight of Coast Guard Mutual Assistance.
Daily operation of Coast Guard Mutual Assistance is accomplished by Coast Guard
Mutual Assistance Headquarters staff located in Arlington, VA, along with
Representatives at selected Coast Guard units throughout the country.
B. History
CGMA has a long history of helping the men and women of the United States Coast
Guard.
Originally established in 1924 as The League of Coast Guard Women, the
organization was to “minister to the general welfare of the commissioned officers,
warrant officers, enlisted men and civilian employees of the Coast Guard and their
immediate families.”
In 1941, Coast Guard Welfare was formally established and took over the mission
from the League.
In 1979, the name was changed to Coast Guard Mutual Assistance.
CGMA was incorporated in the Commonwealth of Virginia on January 01, 1998.
Today, CGMA offers aid to the entire Coast Guard family; active duty and retired
Coast Guard military personnel, members of the Coast Guard Reserve, Coast Guard
civilian employees, Coast Guard Auxiliary members, and Public Health Officers
serving with the Coast Guard. Assistance may be provided on behalf of themselves
and their immediate family members.
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Mar 2011
C. Purpose
Coast Guard Mutual Assistance is organized exclusively for charitable and
educational purposes consistent with the Section 501(c)(3) of the Internal Revenue
Code and may make expenditures for one or more of these purposes:
To relieve the distress of eligible personnel of the United States Coast Guard
by providing financial aid, in time of certain emergency, housing, and medical
needs
To provide for educational assistance to eligible personnel of the United
States Coast Guard
To perform any other activities or services necessary or desirable to carry out
such purposes to the extent permitted by the Code, or the corresponding
provision of any future United States Internal Revenue law
Coast Guard Mutual Assistance aspires to provide financial stability and promote the
general well being of the people it serves. In general, assistance is provided through
counseling, financial grants, interest-free loans, and other related means.
D. Mission
Coast Guard Mutual Assistance strives to promote financial stability and general well
being of the people it serves.
E. Vision As a recognized leader in promoting financial stability for its clients, Coast Guard Mutual
Assistance will seek to empower the Coast Guard family in meeting future financial
challenges. Through partnerships with other assistance providers, we will deliver
innovative financial assistance in response to emerging Coast Guard family needs. We
will ensure that we are always ready, and always there as a critical safety net in times of
financial need. We will truly look after our own.
F. Goals
While giving strong consideration to the fiscal constraints imposed upon the
organization, CGMA will provide maximum assistance to the largest number of
individuals, expanding and improving current programs, removing or easing
restrictions, and increasing limits.
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G. Guiding Principles
Coast Guard Mutual Assistance seeks to help members of the Coast Guard family
achieve autonomous financial well being.
CGMA fosters self-respect and self-worth
We assure applications for financial assistance are treated confidentially
We treat all members of the Coast Guard family seeking information or
applying for assistance in an honorable and respectful manner
We provide assistance in a timely manner
We consistently apply our guidelines and principles fairly and equitably to all
clients
We make decisions based on the merits of the individual cases
H. Confidentiality
Individuals contacting Coast Guard Mutual Assistance have the right to expect that
their personal information will remain private. Coast Guard Mutual Assistance
Representatives and employees will not discuss personal information with others, nor
will they divulge such matters to anyone, except on a need-to-know basis.
However, this policy will not prevent CGMA from verifying information and
confirming facts before providing financial assistance. Nor will this right to privacy
apply to information about a crime, serious misconduct, or anything that could affect
good order, discipline, or security.
In accordance with state and federal law, information concerning suspected incidents
of any form of family violence or abuse (physical, sexual, emotional, neglect, etc.) to
a child, spouse, live-in partner, parent or sibling will be reported immediately to the
appropriate Family Advocacy Specialists.
Case history information may be provided to the CGMA client only, not to the spouse
or other family members.
Approval from CGMA Headquarters must be obtained prior to the release of client
information to any other organization. CGMA will cooperate with federal, state and
local government agencies. CGMA will not release private information without the
client’s permission except in response to a court order, subpoena, or formal official
investigation by proper civilian or military authorities.
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Coast Guard Mutual Assistance is not subject to the requirements to release
information under the Freedom of Information Act (FOIA) because:
CGMA is not a government agency
Information obtained is used only in the internal decision-making process of
CGMA
CGMA is not a “for-profit” organization where the information obtained will
be used to generate income
I. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director or Director of Finance. (See
paragraph 2-D-2 for CGMA-HQ contact information.)
Coast Guard Mutual Assistance Manual Chapter 2. Organization
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Jul 2010
Table of Contents
Section Subject Page
A. Introduction 2-1
B. Relationship with the U.S. Coast Guard 2-1
C. Board of Control 2-2
1. General 2-2
2. Officers 2-2
3. Responsibilities 2-2
4. Contacting the BOC 2-3
D. CGMA-HQ 2-4
1. General 2-4
2. Contacting CGMA-HQ 2-5
E. Executive Director 2-7
1. Responsibilities of the Executive Director 2-7
F. Representatives and Assistant Representatives 2-09
1. Actions Necessary Upon Appointment 2-09
a. Appointment Letters 2-09
1) Representatives 2-10
2) Assistant Representatives 2-10
b. Bank Signature Cards 2-11
c. Audits 2-12
d. CGMA Material 2-12
e. Obtaining User Name and Passwords for CGMA-CMP 2-13
2. Responsibilities of Representatives 2-13
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Table of Contents
Section Subject Page
G. CGMA Locations 2-16
1. Establishment of a New CGMA Location 2-16
2. Disestablishment of a CGMA Location 2-16
3. Current Locations of CGMA Representatives 2-17
H. Additional Information 2-17
Figures
Assistant Representative Appointment Memo 2.F.2
Coast Guard Mutual Assistance Manual Chapter 2. Organization
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A. Introduction
Coast Guard Mutual Assistance (CGMA) is a private, non-profit organization
governed by the Board of Control and operated by CGMA-HQ staff and CGMA
Representatives.
B. Relationship with the U.S. Coast Guard
Recognized as the official Military Aid Society for the U.S. Coast Guard, CGMA
maintains a unique relationship with the U.S. Coast Guard.
While CGMA maintains a small Headquarters in Arlington, VA, active duty members
and civilian employees located throughout the U.S. Coast Guard, conduct the vast
majority of assistance work on a decentralized basis.
CGMA provides a valuable resource to the U.S. Coast Guard by relieving the distress
of eligible personnel and their families through financial aid to meet emergency,
housing, medical and educational needs.
Recognizing the valuable services provided by CGMA, the U.S. Coast Guard
supports the organization by providing manpower and reasonable logistics support to
aid it in carrying out its mission.
Board of Control
Commandant serves as Chairman
Governing Body
CGMA-HQ
Daily Operations and Administration
Executive Director is the Secretary of the Board
Authority to Approve Loans & Grants up to
$6,000 (each)
Representatives
Typically a Unit CO/OinC Representatives and Assistant Representatives
May Approve Loans up to $3,000
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C. Board of Control
1. General
The Board of Control (BOC), located at Coast Guard Headquarters in
Washington, DC, is the governing body of Coast Guard Mutual Assistance. The
Board is comprised of both ex officio and elected members.
The Commandant of the U.S. Coast Guard, who serves as the Chairman of
Coast Guard Mutual Assistance, along with the Assistant Commandant for
Human Resources, the Master Chief Petty Officer of the Coast Guard and
the Executive Director are ex officio members of the Board
Other members are elected to ensure the membership of the BOC
represents all segments of the Coast Guard family
Board of Control members are expected to actively participate on the Board and
serve on Board Committees that assists the Board in carrying out its
responsibilities. Members are generally elected from among individuals in the
greater Washington, DC area.
2. Officers
There are five officers of the Board:
Chairman (ex officio)
President (ex officio)
Vice President (elected from among Board members)
Secretary (ex officio)
Treasurer (elected from among board members)
3. Responsibilities
Responsibilities of the Board of Control include:
Providing oversight of the organization
Reviewing and developing policies
Reviewing and developing programs
Reviewing cases exceeding the established limit of the Executive Director
Reviewing appealed cases
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Reviewing cases that may establish precedent or require an exception to
policy
Specific information concerning the Board of Control is contained in
appendix B - CGMA Bylaws.
4. Contacting the Board of Control
Mail to the Coast Guard Mutual Assistance Board of Control should be sent to:
Coast Guard Mutual Assistance
1005 N. Glebe Road
Suite 220
Arlington, VA 22201
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D. CGMA-HQ
1. General
Headed by the Executive Director, the staff of Coast Guard Mutual Assistance
Headquarters (CGMA-HQ), located in Arlington, VA, is tasked with carrying out
policies established by the Board of Control and conducting daily operations of
CGMA.
CGMA-HQ staff will promote, manage, supervise and direct all activities of
CGMA under the policy guidance of the Board of Control:
Supervise all functions and operations of CGMA
Establish procedures to safeguard funds received, and ensure that funds
are collected, invested, allocated, disbursed, and audited in accordance
with policies approved by the Board of Control
Develop and maintain financial and operating relations with other Military
Aid Societies (MAS) and the American Red Cross
Establish and maintain administrative and accounting procedures and
records
Contact and correspond directly with Representatives on CGMA matters
Prepare and distribute the CGMA Annual Report
Prepare and distribute material to conduct the CGMA Annual Fundraising
Campaign
Review all approved cases for consistency and compliance with CGMA
policy. Send notices of discrepancies noted to Representatives
Provide pertinent data about CGMA to the Board of Control and
Representatives
Develop and maintain systems to conduct CGMA activities
Develop and maintain the official CGMA website (www.cgmahq.org) and
Twitter account (@CGMutualAssist)
Develop, stock, and distribute CGMA forms and publications
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Assist the Board of Control, Representatives and CGMA clients as
necessary
Additional information concerning CGMA-HQ staff employees is contained in
appendix B - CGMA Bylaws.
2. Contacting CGMA-HQ
Mail to Coast Guard Mutual Assistance Headquarters should be sent to:
Coast Guard Mutual Assistance
1005 N. Glebe Road
Suite 220
Arlington, VA 22201
Email to Coast Guard Mutual Assistance Headquarters should be sent to:
Individuals may also call CGMA-HQ main office number (703) 875-0404 or
toll free (800) 881-2462.
The following are Points of Contact located at Coast Guard Mutual Assistance
Headquarters.
Executive Director: (703) 498-8381
Contact for questions and/or comments concerning the overall
management of CGMA, CGMA-HQ personnel matters, CGMA Website,
Board of Control, other general questions or comments concerning
CGMA.
Director of Finance: (703) 576-7529
Contact for questions and/or comments concerning the overall financial
operations of CGMA, financial reports, restricted list, CGMA-CMP.
Director of Administration: (703) 547-7163
Contact for questions and/or comments concerning the overall
administrative operations of CGMA, education grants and loans, CGMA
Manual, correspondence reports, fundraising campaign.
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Financial Assistant: (703) 595-5930
Contact for questions and/or comments concerning repayments, refunds,
CGMA-CMP user names, passwords, and general questions.
Client Services Specialist: (703) 581-5297
Contact for questions and/or comments concerning the annual campaign,
education assistance programs, and respite care processing.
Administrative Assistant: (703) 875-0404
Contact for questions and/or comments concerning general office
procedures, correspondence, file and mail management and to request
forms and publications.
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E. Executive Director
The Board has empowered the Executive Director to act as the next higher level of
authority above Representatives.
1. Responsibilities of the Executive Director
The fiscal administration of Coast Guard Mutual Assistance shall be under the
general supervision of the Executive Director. In addition to the duties and
responsibilities prescribed elsewhere, the Executive Director shall:
a. Promote, manage, supervise, and direct all CGMA activities under the policy
guidance of the Board of Control. (See appendix D for a list of Locations of
Representatives.)
b. Act in conformity with the Bylaws, directives, publications, policies and
procedures of Coast Guard Mutual Assistance as established by the Board of
Control.
c. Ensure that assistance is available to all eligible personnel.
d. Administer Coast Guard Mutual Assistance programs through various Coast
Guard personnel designated as Coast Guard Mutual Assistance
Representatives.
e. Safeguard CGMA funds and have the fiduciary responsibility for their receipt
and expenditures.
f. Keep all personnel fully informed as to the assistance offered by CGMA.
g. Appoint a sufficient number of Representatives to serve the CGMA needs of
all personnel. It is intended that there be sufficient Representatives to ensure
that every person in the Coast Guard has ready access to Coast Guard Mutual
Assistance. (See section 2-G for additional information concerning
establishing or disestablishing a CGMA Location.)
h. Prepare appointment letters for Representatives.
i. Assist the BOC, as needed, to ensure that Representatives are kept fully
informed of, and in compliance with, the policies and procedures of Coast
Guard Mutual Assistance.
j. Oversee the Annual Fundraising Campaign for CGMA. Direct
Representatives in the execution of the campaign.
k. Ensure audits of Representatives are conducted as prescribed.
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l. Ensure that all documents, files, records, and reports are completed and kept
in accordance with established policy.
m. Review and decide cases beyond Representative’s authority. (See section 4-B
for additional information concerning Approval Authority and section 4-C for
additional information concerning forwarding cases.)
n. Establish policy for handling (reviewing, approving/disapproving) requests
needing Executive Director’s approval. Indicate the documentation required
(hardcopy, supporting documents, point-of-contact, etc.). The policy should
be flexible enough to allow for the complexity and variety of cases that arise.
Keep all Representatives informed on policy
Establish a method for logging and tracking requests
approved/disapproved by the Executive Director
Inform the Representative of the decision in each case handled by the
Executive Director and provide a Control Number when assistance is
approved
o. Assist the Board of Control and Representatives with the administration of
CGMA.
p. Act on unusual situations such as the loss of funds, embezzlement, or gross
negligence.
q. Ensure all assistance cases requiring Board of Control action are forwarded to
the Board of Control with complete supporting documentation and a clear
Approval or Disapproval recommendation signed by the Executive Director.
(See section 4-B for additional information concerning Approval Authority
and section 4-C for additional information concerning forwarding cases.)
Note: Provide the reasons or basis upon which the recommendation was made.
"Forwarded”, “Forwarded for review” or “Forwarded for consideration” are
not considered a sufficient recommendation.
r. Maintain a liaison between the Board of Control and Representatives.
s. Forward all correspondence requiring Board of Control action, including
recommendations from the field, to the BOC with suitable supporting
documentation and recommendations. (See paragraph 2-D-2 for CGMA-HQ
contact information.)
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F. Representatives and Assistant Representatives
Each CGMA Location will have a Representative and may have one or more
Assistant Representatives assigned. (See section 2-G for additional information
concerning establishing or disestablishing CGMA Locations.)
The essential ingredient in the integrity and success of Coast Guard Mutual
Assistance is the quality of the people who administer the program. Selection of
individuals to be Representatives and Assistant Representatives should be made with
great care.
Individuals appointed as a Representative or Assistant Representative shall have the
following qualifications:
Demonstrated integrity in performance involving financial responsibility
Ability to relate to and assist with problems and financial needs of clients
Sensitivity to and understanding of problems facing all clients and their
families
Knowledge and understanding of the various programs available through the
Coast Guard and other federal, state, local and private organizations designed
to help individuals and families in their time of need
Interest and skill in human relations
Mature judgment
1. Actions Necessary Upon Appointment
Several actions must be completed to successfully assume or transfer the duties
and responsibilities of a unit’s Coast Guard Mutual Assistance Representative or
Assistant Representative from one person to another. Each of the following must
be completed as soon as possible following the assignment as a CGMA
Representative or Assistant Representative.
a. Appointment Letters
Representatives and Assistant Representatives must be appointed in writing.
General designation by including CGMA as a duty or collateral duty for an
individual (or for a position or billet) is not sufficient to meet IRS regulations
concerning non-profit organizations. Individual appointment letters as
discussed below must be completed each time a Representatives and Assistant
Representatives is assigned.
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Representatives must be appointed in writing by the Executive
Director
Assistant Representatives must be appointed in writing by the
Representative
Note: Representatives are strongly encouraged to appoint at least one Assistant
Representative.
CGMA policy does not grant authority to any individual not specifically
designated in writing to conduct Coast Guard Mutual Assistance affairs. This
limitation includes individuals, who in the absence of the Representative
assume their official Coast Guard duties.
1) Representatives
For each CGMA Location, the Executive Director shall appoint one
Representative. Depending on the type of unit involved, the
Representative will normally be the:
Commander
Commanding Officer
Officer-in-Charge
The Executive Director may approve exceptions to the above.
Appointment letters for Representatives will be distributed as follows:
Original – Retained by the individual appointed
Copy – Retained in the unit CGMA file
Copy – Forwarded to CGMA-HQ
Unless revoked by the Executive Director or the Board of Control,
appointment as Representative will terminate upon the departure of the
individual or when a new individual is appointed.
2) Assistant Representatives
Representatives may appoint, in writing, one or more Assistant
Representatives, to aid in the administration of CGMA.
The Representative may limit and restrict the authority they grant an
Assistant Representative. (See section 4-B for additional information
concerning Approval Authority.)
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Jul 2010
Loan approval and check signing authority given to an Assistant
Representative must be specified in the Assistant Representative’s
appointment letter. (See figure 2.F.2 for a sample appointment letter.)
Appointment letters for Assistant Representatives will be distributed as
follows:
Original – Retained by the individual appointed
Copy – Retained in the unit’s CGMA files
Copy – Forwarded to CGMA-HQ
Unless revoked by the Representative, Executive Director or the Board of
Control, appointment as Assistant Representative will terminate upon the
departure of the individual or when a new individual is appointed.
b. Bank Signature Cards
A Bank Signature Card (BSC) (BOA Form 00-35-2653NSBW 06-28-2007),
signed by every person at the unit with CGMA check signing authority, is
required for every CGMA Location. Do not include any person on the Bank
Signature Card who does not have check signing authority.
In addition to being available in appendix C of this manual, Bank Signature
Cards are also available to download from the CGMA-HQ website
www.cgmahq.org. Forms are also available by contacting the CGMA-HQ
Administrative Assistant or the Director of Administration. (See paragraph 2-
D-2 for CGMA-HQ contact information.)
Each CGMA Location must complete a new Bank Signature Card whenever
any person at that Location with CGMA check signing authority is assigned,
departs or is no longer authorized to sign CGMA checks
Note: Individuals who have been given limited authority to access the Case
Management Program and/or approve assistance, but do not have check
signing authority, are not to be included on the Bank Signature Card.
When a new Bank Signature Card is completed, it must include the name and
signature of every person at the unit with CGMA Check signing authority.
This is necessary because the bank processes the Bank Signature Card, by
replacing the preexisting card with the new card. Once this takes place, only
the people listed on the new Bank Signature Card will be authorized to sign
CGMA Checks. This is necessary to ensure that only current authorized
individuals are signing checks.
Once everyone having check signing authority has signed the Bank Signature
Card, and after making a copy for the unit's CGMA file, the ORIGINAL
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Jul 2010
Bank Signature Card is to be forwarded to CGMA-HQ (do not send it to the
bank) copies are not acceptable.
c. Audits
Each time the unit’s Representative or an Assistant Representative changes,
an audit is to be conducted to account for all CGMA Checks (CGMA Form
52) issued to the unit. (See section 6-B for additional information concerning
audits.)
d. CGMA Materials
Everyone associated with Coast Guard Mutual Assistance should have access
to, and become familiar with, each of the following:
Coast Guard Mutual Assistance Manual
Articles of Incorporation
Coast Guard Mutual Assistance Bylaws
CGMA Annual Report
CGMA Campaign materials (during annual campaign)
Note: The CGMA Manual, Articles of Incorporation and Bylaws are available to
download from the CGMA-HQ website www.cgmahq.org.
The CGMA Annual Report and campaign materials are forwarded to all
CGMA Representatives annually by CGMA-HQ. Additional copies may be
obtained by contacting the CGMA-HQ Administrative Assistant or the
Director of Administration. (See paragraph 2-D-2 for CGMA-HQ contact
information.)
Additionally, Representatives are to review and use the following reports:
Active Loan List (available in CMP) (delinquent accounts are
displayed in red)
Assistance Summary Report (available in CMP)
Board of Control Minutes (available on the CGMA website)
List of Representatives and Assistant Representatives (e-mailed each
month)
Restricted List (e-mailed each month)
(See section 6-D for additional information concerning each of these reports.)
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Jul 2010
e. Obtaining User Names and Passwords for CGMA-CMP
All Representatives are to use the CGMA-Case Management Program (CMP)
for the preparation of CGMA Assistance Checks (CGMA Form 52).
Representatives and Assistant Representatives must obtain a user name and
password from CGMA-HQ to use this program. (See appendix E for detailed
information concerning the Case Management Program.)
After all items in paragraphs 2-F-1-a through 2-F-1-d have been completed,
each Representative and Assistant Representative must complete a CGMA
Representative (CGMA Form 20) or Assistant Representative (CGMA Form
20a) Information and Certification form.
All forms are also available to download from the CGMA-HQ website
www.cgmahq.org.
When all items on the CGMA Form 20 or 20a are completed, the form along
with a copy of the appointment letter and a new Bank signature Card (BSC)
are to be imaged and sent or faxed to CGMA-HQ. The original BSC must be
mailed to CGMA-HQ. A CGMA-HQ staff employee will contact you to
complete the verification process and issue a User Name and Password
allowing you access to the CGMA-CMP.
For security and system integrity, Representatives and Assistant
Representatives are not to share user names or passwords, nor use the
name or password of a departing Representative.
2. Responsibilities of Representatives
In addition to the duties and responsibilities prescribed elsewhere, Representatives
shall:
a. Promote, manage, supervise, and direct all CGMA activities for every Coast
Guard unit within their Area of Responsibility (AOR) under the policy
guidance of the Board of Control.
Note: The list of service units within an AOR is available on CGMA-CMP. (See
appendix E for addition information concerning CMP.)
b. Act in conformity with the bylaws, directives, publications, policies and
procedures of Coast Guard Mutual Assistance as established by the Board of
Control.
c. Complete all items in paragraph 2-F-1, Actions Necessary upon Appointment
as a CGMA Representative or Assistant Representative.
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Oct 2015
d. Provide CGMA services for eligible clients and members of the other armed
services.
e. Review the Active Loan List and the Restricted List prior to providing
assistance, to ensure assistance is not given to restricted or delinquent
individuals and to ensure the client’s total outstanding balance does not
exceed the Representatives authority to provide assistance.
f. Forward assistance cases with need beyond the authority of the Representative
to the Executive Director fully supported with documentation and a clear
approval or disapproval recommendation from the Representative (or the
Assistant Representative in the absence of the Representative). See section 4-
B for additional information concerning Approval Authority and section 4-C
for additional information concerning forwarding cases.
Note: Provide the reasons or basis upon which the recommendation was made.
“Forwarded”, “Forwarded for review” or “Forwarded for consideration” are
not considered a sufficient recommendation.
g. Keep the Executive Director fully informed of the general and specific needs
for CGMA activities within the AOR.
h. Conduct the Annual Fundraising Campaign for Coast Guard Mutual
Assistance at every Coast Guard unit within their AOR.
i. Maintain a liaison with Commanding Officers, Commanders and Officers-in-
Charge of units within your AOR to determine the specific needs of personnel
for assistance and the effectiveness of aid when given.
j. Keep all personnel of every unit within the AOR fully informed as to the
assistance offered by Coast Guard Mutual Assistance.
k. Distribute CGMA material, including Campaign materials, as necessary and
appropriate to all units and individuals within the AOR.
l. Prepare and maintain all necessary CGMA files and records.
m. Conduct audits as prescribed.
n. Prepare appointment letters to designate, in writing, qualified individuals to
serve as Assistant Representatives.
o. Assist the Board of Control and CGMA-HQ with the administration of Coast
Guard Mutual Assistance throughout the AOR.
p. Safeguard all CGMA Checks and Campaign funds.
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G. CGMA Locations
1. Establishment of a new CGMA Location
In accordance with CGMA Bylaws, the Executive Director may establish CGMA
Locations as necessary.
Units desiring to establish a new CGMA Location are to forward their request to
CGMA-HQ. The request must contain the following information:
Unit name, OPFAC and address
Name and phone number of the proposed CGMA Representative and
Assistant Representatives
Proposed activation date
Approximate number of military and civilian employees
The request along with all items in paragraph 2-F-1 Actions Necessary upon
Appointment as a Representative or Assistant Representative will be forwarded to
CGMA-HQ.
CGMA-HQ will complete the following to establish the unit:
Assign user names and passwords for access to the CGMA-CMP
Determine the need for CGMA Checks and other CGMA materials
Forward necessary supplies directly to the new CGMA Representative
2. Disestablishment of a CGMA Location
When it has been determined that there is no longer a need for a CGMA
Representative to be assigned to a particular Location, the Representative for that
Location will forward a request to disestablish their Location to CGMA-HQ.
Upon official closure of the CGMA Location, the Representative is to:
Return all unused CGMA Checks (CGMA Form 52) to CGMA-HQ via
certified mail
CGMA unit files and case files should be forwarded as directed by
CGMA-HQ
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Jul 2010
Note: Units that are being decommissioned should forward all CGMA unit and case
files as directed by CGMA-HQ.
3. Current Locations of CGMA Representatives
See appendix D for the list of current locations.
H. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director, Director of Administration or Director
of Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
COAST GUARD MUTUAL ASSISTANCE
1005 N. Glebe Road
Suite 220
Arlington, VA 22201
800.881.2462 www.cgmahq.org
From: Coast Guard Mutual Assistance Representative,
(Insert name of Rep’s unit)
Site Number: 99xxx
Date:
To: (Insert name of designated CGMA Assistant Representative)
Subj: APPOINTMENT AS CGMA ASSISTANT REPRESENTATIVE
Ref: (a) CGMA Manual, Paragraph 2-F-1
1. Under the provisions of reference (a), and with your consent, you are hereby appointed as a
CGMA Assistant Representative, (insert unit name).
2. You (are) (are not) authorized to approve CGMA loans of up to (if authorized to approve,
insert amount up to a maximum of $3,000).
3. You (are) (are not) authorized to sign CGMA checks.
4. Please indicate your acceptance of this appointment by endorsement hereon. Upon
acceptance of this appointment, you are to complete the CGMA Assistant Representative
Information and Certification Form (CGMA Form 20a) and the Relief of CGMA Representative
or Assistant Representative Audit Form (CGMA Form 21) (if custody of CGMA checks
changes) in accordance with reference (a).
#
(Today’s Date)
FIRST ENDORSEMENT
From: (Insert Name of designated CGMA Assistant Representative)
To: CGMA Representative, (Insert name of CGMA Representative’s unit)
1. I hereby accept appointment as CGMA Assistant Representative, (insert unit name).
2. Completed CGMA Forms 20a and 21 are attached, and copies have been sent to CGMA-HQ.
#
Enclosures: (1) CGMA Form 20a
(2) CGMA Form 21
Figure (2.F.2)
Oct 2015
Coast Guard Mutual Assistance Manual Chapter 3. Assistance Policies
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Jan 2013
Table of Contents
Section Subject Page
A. Introduction 3-1
B. Eligibility for Assistance 3-2
1. Basic Eligibility 3-2
a. Those Generally Eligible to Receive Assistance 3-2
b. Those Generally Not Eligible to Receive Assistance 3-6
2. Verification of Eligibility 3-7
3. Eligibility Under Special Circumstances 3-8
4. Exceptions 3-10
C. Categories of Assistance 3-11
1. General 3-11
2. Emergency Assistance 3-11
a. Basic Living Expenses 3-11
b. Funeral Expenses 3-12
c. Emergency Travel 3-15
d. Emergency Home Repair 3-17
e. Loss of Funds or Property 3-18
f. Fire and Other Disasters 3-19
g. Temporary Living Expenses 3-20
3. General Assistance 3-21
a. Pay, Travel and Allotment Problems 3-21
b. Non-Emergency Travel 3-22
c. Vehicle Repair 3-24
d. Other Vehicle Expenses 3-25
e. Insurance 3-26
f. Childcare 3-26
g. Family In-Home Childcare Facility 3-27
h. Bills and Expenses 3-27
i. Financial Counseling 3-27
j. Loss of Income 3-28
k. Government Travel Cards 3-28
l. Child Support 3-29
m. Non-Support/Inadequate Support 3-30
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Table of Contents
Section Subject Page
n. Household Furnishings 3-30
o. Moving Expenses 3-31
p. Immigration Fees 3-32
q. Permanent Change of Station Incidentals Loan 3-32
r. Pet Expenses 3-33
s. Service Animals 3-33
t. Non-Rate to A-School Work Uniform Replacement 3-34
4. Medical and Dental Assistance 3-35
a. General 3-35
b. Use of Private Insurance, TRICARE and 3-36
Supplements, and Other Sources
c. Authorized Assistance 3-36
d. Dental Expenses 3-38
e. Travel, Transportation and Incidental Expenses 3-39
f. Special Situations Requiring Board of Control 3-39
Approval
g. Not Authorized 3-41
h. Special Considerations, Supporting Documents, 3-41
Summary
i. Additional Guidance and Limits on Amount of 3-43
Assistance Which may be Provided
5. Housing Assistance 3-45
a. General 3-45
b. Closing Cost Assistance 3-46
c. Rental Assistance 3-49
d. Utilities 3-51
6. Financial and Housing Counseling and Debt Management 3-53
Assistance
a. General 3-53
b. Financial and Housing Counseling 3-53
c. Debt Management Assistance 3-56
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Table of Contents
Section Subject Page
7. Education Programs 3-59
a. General 3-59
b. Education Grants 3-60
c. Supplemental Education Grants (SEG) 3-60
d. Stafford/PLUS Loan Fee Reimbursement 3-64
e. CGMA Education Loans 3-66
f. Forms 3-68
8. Layette Program 3-69
a. General 3-69
b. Eligibility 3-69
c. Procedures - CGMA Layette 3-70
d. Procedures - AFAS or NMCRS Layette 3-70
9. Adoption Assistance 3-72
a. Adoption Loan 3-72
b. Adoption Grant 3-73
10. CGMA Special Needs Grant 3-74
D. Unauthorized Items 3-75
E. Applying for Assistance 3-77
1. General 3-77
2. Applications 3-77
3. Applicant's Statement 3-78
4. Endorsements 3-78
5. Supporting Documents 3-79
6. Budget 3-81
a. Why a Budget is Required 3-81
b. Completing the Budget Form 3-81
c. Waiving the Budget 3-83
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7. Requirements when the CGMA Sponsor is Not Available 3-84
a. Power of Attorney 3-84
b. Pre-Authorization Form 3-85
c. Verbal or Written Consent of the Sponsor 3-86
F. Quick Loan Program 3-87
1. General 3-87
2. Eligible Participants 3-87
3. Application and Processing 3-87
4. Loan Repayment 3-88
G. Ancillary Programs 3-88
1. Respite Care Program 3-88
2. Tutor.Com for U.S. Military Families 3-88
H. Additional Information 3-89
Coast Guard Mutual Assistance Manual Chapter 3. Assistance Policies
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Oct 2015
A. Introduction
This chapter covers the various policies involved with eligibility, types of assistance,
and requesting assistance.
The central purpose of Coast Guard Mutual Assistance is to assist our clients during
their time of financial need. In general, assistance is provided through counseling,
short-term interest-free loans, financial grants, referrals, and other related means.
Assistance is provided under a large variety of conditions and situations usually
involving everyday essentials including emergency, housing, and medical needs that
are beyond the individual’s ability to meet at the time assistance is requested. Coast
Guard Mutual Assistance should be used to supplement, not replace other forms of
available assistance.
Coast Guard Mutual Assistance strives to meet the valid, verified, and genuine need
of our clients and their immediate family. To this end, CGMA will provide assistance
to individuals:
For situations requiring immediate attention
For essentials
To solve temporary problems
Considering each case on its own merits, on a personalized and timely basis
and with confidentiality
In accordance with CGMA Articles of Incorporation, Bylaws, established
policies and procedures and government regulations
However, assistance will not be provided for:
Non-essentials
Comfort, convenience or desire
Maintaining a standard of living beyond the means of the client
Long-term or continuing support
Groups or organizations
See section 3-D for additional information concerning items where assistance will not
be provided.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
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B. Eligibility for Assistance
1. Basic Eligibility
With only a few exceptions, almost everyone associated with the U.S. Coast
Guard is eligible to request assistance from Coast Guard Mutual Assistance on
behalf of themselves or of their immediate family members.
a. Individuals Generally Eligible To Receive Assistance From CGMA
Eligibility to receive assistance for themselves or on behalf of their immediate
family members is generally extended to:
Active Duty Members: Members of the regular Coast Guard including
Academy Cadets, OCS personnel and Recruits.
The following distinctions are made in regard to active duty members’
eligibility to receive assistance.
Pending Retirement: Those active duty and Reserve members who
have requested retirement and are approaching the effective date
Members who are Pending Retirement continue to be eligible for
assistance. However, they should not assume that CGMA will assist
them with the normal expected expenses associated with their
transition into retirement, including travel to their retirement location
for themselves or their family, house hunting trips or travel for job
interviews.
Retired Coast Guard Military Members:
Members of the Regular Coast Guard who have retired from active
duty based on longevity or retired because of physical disability (both
TDRL and PDRL)
Coast Guard Reserve members who have satisfactorily met service
requirements and have been transferred to retired status RET-1 or
RET-2
The following distinctions are made in regard to Retired Coast Guard Military
Members’ eligibility to receive assistance.
Recently Retired Military Coast Guard Members: Those who are
within the first 12 month transition period following their retirement
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Assistance may be extended to assist with short-term, unexpected
situations that arise during this transition period. Assistance should be
directed to solving the temporary situation. These members are also
eligible for assistance to prevent privation (food, eviction, loss of
utilities), to aid them in the establishment of their initial retirement
home, to meet other emergency needs, and for certain CGMA
Education Programs. Those needing long-term continuing help should
be directed to programs within the local community for assistance.
Long Retired Military Coast Guard Members: Reserve retirees and
those Regular retirees who have been retired for over 12 months and
who have had the opportunity to establish permanent lives within their
community
Assistance may be extended on a limited basis, to prevent privation
(food, eviction, loss of utilities), to meet other emergency needs, and
for certain CGMA Education Programs. Those needing long-term
continuing help should be directed to programs within the local
community for assistance
Coast Guard Civilian Employees: Civilian employees of the U.S. Coast
Guard including:
Federal Employees of the U.S. Coast Guard, including those under the wage
grade (WG) and the General Service (GS) systems.
Non-appropriated Fund (NAF) employees, including employees of the Coast
Guard Exchange System (CGES) as well as Morale, Well-being, and
Recreation (MWR) employees and Child Development Center (CDC)
Employees who are NAF personnel.
The following distinctions are made in regard to Coast Guard Civilian
Employees’ eligibility to receive assistance.
Permanent and Term Civilian Employees: Permanent Coast Guard
General Schedule, Wage Board and Non-appropriate Fund (NAF)
employees working full-time or part-time schedules and employees on
term appointments of up to four years that could be extended for one
additional year
Temporary Civilian Employees: Temporary Coast Guard General
Schedule, Wage Board and Non-appropriated Fund (NAF) employees
working full-time or part-time schedules who are on limited
appointments, generally one year or less. Temporary employees
include summer interns and others hired for a limited period of time
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Note: Due to their limited employment situation, assistance for Temporary Coast
Guard Civilian Employees is limited to financial difficulties caused by pay
problems.
Coast Guard Reserve Members:
Reserve members while serving on extended active duty
Selected Reserve
Standby Reserve - Active Status: Reserve members who are in neither
the Ready Reserve nor the Retired Reserve, and who are liable for
mobilization only in time of war or national emergency declared by
Congress
Retirement Eligible members of the IRR: Reserve members who have
met service requirement for transfer to retired status but who remain in
the IRR
The following distinctions are made in regard to a Reserve members’
eligibility to receive assistance
Assistance may be extended to eligible Reserve members not on
extended active duty on a limited basis, to prevent privation (food,
eviction, loss of utilities), to meet other emergency needs, and for
certain CGMA Education Programs
The CGMA Executive Director must be contacted for approval before
assistance may be provided to retirement eligible members of the IRR.
(See paragraph 2-D-2 for CGMA-HQ contact information)
Coast Guard Auxiliary Members: Individuals who are active, participating
members of their flotilla.
The following distinctions are made in regard to Auxiliary members’
eligibility to receive assistance.
Assistance may be extended to Auxiliary members on a limited basis,
to prevent privation (food, eviction, loss of utilities), to meet other
emergency needs, and for certain CGMA Education Programs
Military Chaplains: Military Chaplains from any branch of the service while
serving with the Coast Guard.
The following distinctions are made in regard to Military Chaplains’
eligibility to receive assistance.
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Military Chaplains may be eligible to receive assistance from their
parent Military Aid Society (MAS) and should look to that relief
society prior to requesting assistance from CGMA
Assistance may be extended to Military Chaplains on a limited basis,
to prevent privation (food, eviction, loss of utilities), to meet other
emergency needs, and certain CGMA Education Programs
PHS Officers: Commissioned Personnel of the Public Health Service serving
with the Coast Guard.
CGMA Employees: The staff employees located at CGMA-HQ.
Family Members: Assistance on behalf of family members will normally be
requested by and given to the CGMA sponsor and is generally limited to
immediate family members. The CGMA sponsor will usually be responsible
for repaying any loan given on behalf of one of their family members. For
that reason, family members will not normally be given assistance directly.
However, special circumstances may justify giving assistance directly to a
family member. (See paragraph 3-B-3 for additional information.)
The following distinctions are made in regard to family members’ eligibility
to receive assistance.
Immediate Family Members: These individuals typically reside with
the CGMA sponsor and must generally be eligible to obtain a
government dependent identification card or qualify to be included as
a dependent for federal tax purposes and may include:
The lawful spouse of the CGMA sponsor
Unmarried dependent children including natural, adopted and
stepchildren, under 21 years of age, unless physically or
mentally handicapped
Parents and other family members who are dependent on the
CGMA sponsor for over half of their support
Immediate family members may request and be given assistance
directly only under special circumstances. (See paragraph 3-B-3 for
additional information.)
Other Family Members: Those family members who generally do not
qualify as a dependent of the CGMA sponsor. This may include:
parents, grandparents, brothers, sisters, aunts, uncles, persons standing
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"in loco parentis" and other family relations where the family member
does not depend on the CGMA sponsor for over half of their support
Assistance will not normally be given directly to other family
members. However, special circumstances may justify exception to
this policy. (See paragraph 3-B-3 for additional information.)
Surviving Family Members: Includes the un-remarried widowed spouse and
the dependent children of those members and employees of the Coast Guard
who were eligible for assistance in their own right at the time of their death.
Surviving family members may also include dependent children who become
orphans at the time of the CGMA sponsor’s death. Assistance on behalf of
orphans may be provided to the guardian of the orphans when appropriate.
The following distinctions are made in regard to surviving family members’
eligibility to receive assistance.
Short-Term: Surviving family members who are in the initial period
of adjustment following the death of the CGMA sponsor, while
waiting for SGLI, death gratuity and/or other insurance to be paid
Assistance may be provided to assist with basic maintenance items
such as food, rent, utilities and other emergency needs on a temporary
basis. These clients are also eligible for certain CGMA Education
Programs.
Long-Term: Surviving family members after the initial period of
adjustment following the death of the CGMA sponsor and after long-
term arrangements have been made
These surviving family members are still eligible to receive assistance
on a limited basis to prevent privation (food, eviction, loss of utilities),
to meet other emergency needs, and for certain CGMA Education
Programs. Individuals needing additional help or long-term assistance
should be directed to local community resources for assistance.
b. Individuals Generally Not Eligible To Receive Assistance From CGMA
Assistance for themselves or on behalf of their family members will not
generally be extended to:
Members Who Are Discharged Or Separated Without Retirement: Members
who leave the Coast Guard for any reason, whether voluntary or involuntary,
without retirement. This includes members who may have been issued an ID
card entitling them to limited privileges.
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Mar 2011
Retired Civilian Employees:
Inactive Reserve Members:
Individual Ready Reserve (IRR)
Standby Reserve (Inactive Status)
Former Spouses: Individuals who are no longer legally married to the CGMA
sponsor (See paragraph 3-B-3 for information concerning Marital Separation).
This includes those who may retain certain privileges and dependent
identification cards. However, emergency assistance on behalf of a dependent
child of the CGMA sponsor, in custody of a former spouse, may be justified in
certain circumstances. These dependent children may also be eligible for
certain CGMA Education Programs.
Non-Family Members: Individuals who are not related or married to the
CGMA sponsor. This may include boyfriends, girlfriends or other non-family
members. Non-family members, whether or not they are living with the
CGMA sponsor, are not generally authorized to receive assistance. Nor are
the CGMA sponsors authorized to receive assistance on their behalf.
However, limited assistance due to the death or critical medical condition of
the CGMA sponsor may justify giving assistance directly to a non-family
member. (See paragraph 3-B-3 for additional information.)
Contractors and Sub-Contractors: Employees of private companies working
with the Coast Guard.
On the CGMA Restricted List: Individuals on the CGMA Restricted List are
not eligible to receive any assistance without approval by CGMA-HQ. (See
paragraph 6-D-3 for additional information concerning the CGMA Restricted
List.)
Additional eligibility limitations and guidelines are also included with each
program description. (See paragraph 3-B-3 for Eligibility under Special
Circumstances.)
2. Verification of Eligibility
Each person who requests assistance must provide valid identification.
Prior to providing assistance, Representatives must verify each individual’s status.
This can be accomplished by checking their military, civilian or auxiliary
identification card. DEERS enrollment can also be used to verify military
dependency status.
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Using the CGMA Case Management Program (CGMA-CMP) or the Restricted
List provided by CGMA-HQ, Representatives must also verify that the individual
is not on the CGMA Restricted List.
Note: Individuals on the Restricted List are not eligible for any assistance without
approval by CGMA-HQ. (See paragraph 6-D-3 for additional information
concerning the CGMA Restricted List.)
3. Eligibility Under Special Circumstances
CGMA Sponsor not available: When the CGMA sponsor is not available due to
being TAD, underway, on a remote assignment or stationed away from their
family, and the spouse of the CGMA sponsor requests assistance:
The CGMA sponsor should be contacted prior to providing assistance to
coordinate and approve the request. With the CGMA sponsor’s approval, the
spouse will have the same eligibility to receive assistance as the CGMA sponsor.
However, if time or other constraints prevent contacting the CGMA sponsor prior
to providing assistance, then assistance may be provided to the spouse as follows:
Spouse does not have Power of Attorney (POA): After verifying the need,
emergency assistance of up to $300 may be provided to prevent privation
(food, eviction, loss of utilities). The CGMA sponsor must be contacted to
approve any additional assistance
Spouse has Power of Attorney (POA): Unless restricted by the POA, the
spouse will have the same eligibility to receive assistance as the CGMA
sponsor. If the POA does contain restrictions, the spouse may be eligible
to receive assistance up to the limits specified. The CGMA sponsor's
signature on the POA constitutes approval for any assistance up to the
specified limit. The CGMA sponsor must be contacted to approve
assistance beyond limits imposed by the POA
Spouse has Pre-Authorization Form (CGMA Form 16): Unless restricted
by the Pre-Authorization Form, the spouse will have the same eligibility to
receive assistance as the CGMA sponsor. If the Pre-Authorization Form
does contain restrictions, the spouse may be eligible to receive assistance
up to the limits specified. The CGMA sponsor's signature on the Pre-
Authorization Form constitutes approval for any assistance up to the
specified limit. The CGMA sponsor must be contacted to approve
assistance beyond limits imposed by the Pre-Authorization Form
CGMA Sponsor Refuses Request: Generally assistance will not be
provided in cases where the sponsor refuses to approve assistance or
accept responsibility to repay any loan given. However, depending on the
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situation after verifying need, a minimum amount of emergency assistance
(not to exceed $300) may be provided to prevent privation (food, eviction,
loss of utilities), stabilize the situation, and allow time for social service
support and other long-term arrangements. Command involvement is
required. Assistance will normally be limited to a one-time basis and must
contribute to resolving the problem
CGMA Sponsor in Confinement: When a CGMA sponsor is in confinement,
assistance may be provided to assist immediate family members. After verifying
need, emergency assistance may be provided to prevent privation (food, eviction,
loss of utilities), stabilize the situation, and allow time for social service support
and other long-term arrangements. Command involvement is required.
Assistance will normally be limited to a one-time basis and must contribute to
resolving the problem.
CGMA Sponsor AWOL or Declared a Deserter: When the CGMA sponsor is
AWOL or has been declared a deserter, assistance may be provided to assist
immediate family members. After verifying need, emergency assistance may be
provided to prevent privation (food, eviction, loss of utilities), stabilize the
situation, and allow time for social service support and other long-term
arrangements. Command involvement is required. Assistance will normally be
limited to a one-time basis and must contribute to resolving the problem.
Marital Separation: When the CGMA sponsor is unwilling to provide support for
an immediate family member. After verifying need, emergency assistance may
be provided to prevent privation (food, eviction, loss of utilities), stabilize the
situation, and allow time for social service support and other long-term
arrangements. Command involvement is required. Assistance will normally be
limited to a one-time basis and must contribute to resolving the problem.
Abusive Situation: In a verified abuse situation, emergency assistance may be
provided to an immediate family member to prevent privation (food, eviction, loss
of utilities), stabilize the situation, and allow time for social service support and
other long-term arrangements. Command involvement is required. Assistance
will normally be limited to a one-time basis and must contribute to resolving the
problem.
Death or Critical Medical Condition of the CGMA Sponsor: Emergency
assistance may be given to immediate family members when a CGMA sponsor
has died or is seriously ill. Assistance may be given for necessary emergency
travel, food, lodging and incidental expenses associated with the death or critical
illness of the CGMA sponsor. When need has been verified, this assistance may
also be extended to other family members. Assistance will normally be limited to
the parents of the CGMA sponsor or the parents of the CGMA sponsor's spouse,
but when appropriate, may include other family members. When justified and
supported by the Command, and a verified need exists, this assistance may be
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provided to a Non-family member who has maintained a long-term, live-in,
relationship with the CGMA sponsor.
Pending Discharge or Separation or Termination: Assistance to otherwise eligible
individuals who are pending discharge, separation or termination of employment
from the Coast Guard will be limited to an amount essential for basic needs.
End of Obligated Service: In the case of a client whose obligated service is
scheduled to end before a loan could be repaid, non-emergency assistance may be
given only if the client is expected to remain with the Coast Guard after the end of
the current enlistment or obligation. In an emergency situation the assistance may
be given when appropriate, even if the client is not expected to remain with the
Coast Guard.
Note: All separating clients should be advised that CGMA would continue to recover all
outstanding loans. (See section 5-B for additional information concerning
repaying CGMA loans.) Individuals facing financial hardship following
separation may consider applying to have their loan converted into a grant in
accordance with section 5-F.
4. Exceptions
It is not feasible to anticipate all possible situations that can occur. There will be
times an exception to normal CGMA policy concerning eligibility may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance to non-eligible individuals.)
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C. Categories of Assistance
1. General
This section describes various reasons for which assistance may be considered.
While it is not possible to describe every type of case, this non-inclusive list
contains the most common needs facing our clients. Within the approval limits in
section 4-B, when verified, documented and justified, assistance can be provided
to eligible clients to assist them with meeting the needs listed in this section.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
2. Emergency Assistance
One of the main purposes of Coast Guard Mutual Assistance is to provide
financial assistance to clients caught in emergency, short-term, financial situations
beyond their control that endanger personal well being. An emergency condition
is one that arises suddenly, is unforeseen and urgent, and requires immediate
attention. Emergency assistance is generally authorized in circumstances that
impose a serious financial or personal hardship on the client requiring urgent help
to relieve the situation. Certain eligibility and assistance restrictions apply, and
are outlined below.
Recurring requests may indicate poor money management or that more serious
financial problems exist, indicating a need for long-term financial counseling and
budgeting assistance. (See paragraph 3-C-6 for additional information concerning
financial counseling and debt management.)
a. Basic Living Expenses
Privation: Food, Shelter, Utilities, Phone, and Necessities
It is expected that members of the Coast Guard family will normally be able to
meet all of their basic needs from their own resources. CGMA funds may be
used to help the client and their family when personal funds were used for an
emergency, unforeseen circumstance or other legitimate purpose which
created a hardship that prevented the client from having sufficient funds to
pay for their own basic needs. (See paragraph 3-C-2-f for additional
information concerning providing assistance following a fire or other
disaster.) However, assistance is not designed to permit clients to live beyond
their income, nor is it to be used to provide frequent help for basic needs.
Assistance under this provision is generally authorized to prevent privation by
providing assistance as follows:
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Food: When the client cannot meet their own needs to provide food for their
family, CGMA funds may be used on a one-time basis to help with the
purchase of food for a short period of time, until other arrangements can be
made.
Shelter: Assistance may be provided for a one-time rent or mortgage payment
(this may include lot rentals for a mobile home) in situations where, without
assistance, the client and/or their family may find themselves without shelter.
An eviction or foreclosure notice will normally be required. Checks will
normally be made payable to the landlord, rental agent, or mortgage company.
Assistance will not be provided for dwellings the client or their immediate
family members own but do not occupy.
Utilities: Assistance may be provided on a one-time basis to prevent required
utilities (gas, electric, water, or sewage) from being turned off.
Documentation from the utility company indicating that a turn-off will occur
will normally be required. Checks will normally be made payable to the
utility companies involved.
Phone: Assistance may be provided on a one-time basis to prevent phone
service from being terminated. One-time assistance may also be considered
for a large phone bill resulting from a family medical or emergency situation,
or a temporary family separation. Checks will normally be made payable to
the phone companies involved.
Necessities: One-time, short-term assistance may be considered for other
necessities such as health and comfort items, laundry, gasoline, haircuts, and
clothing when immediate need has been verified.
b. Funeral Expenses
Coast Guard Mutual Assistance is extremely sensitive to the emotional
pressures surrounding a request for funeral expenses, particularly for the death
of a spouse, child or other immediate family members. CGMA strongly urges
all of our clients to obtain adequate health, life and property insurance.
CGMA should not be considered as an alternative to having adequate
insurance.
At issue is the balance between providing reasonable assistance to our clients
during their time of need, and establishing a perceived death gratuity that is
automatically expected. Assistance from CGMA, particularly in the form of a
grant, should not be thought of as a death gratuity that is automatically given,
but rather as means to pay necessary expenses for a dignified funeral.
CGMA assistance may be considered to help defray the cost of a modest
dignified funeral for the CGMA sponsor or an immediate family member
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when reasonable costs remain after other forms of assistance have been
exhausted causing a serious financial burden. Other forms of assistance may
include personal resources, SGLI, other government and private insurance,
Veterans Administration and other various government benefits, which may
be available.
Individuals contacting CGMA prior to making funeral arrangements should be
cautioned that CGMA should not be expected to assist with extravagant costs
beyond the family's ability to afford. Assistance for individuals who contact
CGMA after the fact, who have costs that are considered high or beyond the
family's ability to afford, should be limited to reasonable expenses.
Contacting the funeral director and negotiating lower costs, given a charity is
being asked to assist with the bill, may result in lower cost to the family and
should be considered. Assistance for funeral expenses will normally be in the
form of a loan.
When possible, verification of the emergency and financial need should be
accomplished prior to providing assistance. However, due to the urgency of
the situation, full documentation may be provided at a later date. In these
situations, timely assistance in the form of a loan may be provided and if
appropriate, consideration for converting the loan into a grant may be made
when full financial disclosure has been made, demonstrating the need for a
grant vs. a loan. (See section 5-F for additional information concerning
converting a loan into a grant.)
See paragraph 3-C-2-c for information concerning assistance for Emergency
Travel due to the death of the CGMA sponsor or family member.
Providing assistance for funeral expenses should comply with the following
guidelines:
Stillbirth and Miscarriage: When this occurs, there can be a cost associated
with the burial of the remains that may not be covered by insurance or SGLI.
In such cases CGMA Reps may provide a Grant, not to exceed $1,500. (A
grant under this provision has been pre-approved by the BOC. In CMP use
Approve By “BOC” and Approval Code “BOCPA.”)
Service Members Eligible for SGLI Coverage: The amount of Service
Members Group Life Insurance (SGLI) coverage, including Family Coverage,
for eligible service members should normally be adequate for all funeral
expenses in the event of the death of a service member, their spouse or child.
Assistance from CGMA should not normally be needed or provided.
However, assistance in the form of a loan may be considered as an interim
measure while the family is waiting for insurance reimbursement. Grants
should not normally be considered in these cases.
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Eligible Service Members Who Decline SGLI: Service members who decline
SGLI coverage for themselves or their family members should not expect
CGMA to provide a grant for their funeral expenses. Limited assistance in the
form of a loan may be considered on a case-by-case basis, when all other
sources have been exhausted, and a serious financial burden remains.
Assistance should be limited to an amount that would provide for a modest,
dignified funeral. Grants should not normally be considered in these cases.
Retired Members: CGMA believes that at this stage of their lives, long retired
members should anticipate funeral expenses and rely on insurance, personal
resources, government programs and community resources to pay funeral
expenses. CGMA should not normally be expected to provide funeral
expenses for retired members. Exceptions may be considered when unique
situations exist preventing the surviving spouse or immediate family member
from paying funeral expenses from their own resources. Limited assistance
may be considered on a case-by-case basis when all other sources have been
exhausted and a serious financial burden remains. Assistance should be
limited to an amount that would provide for a modest, dignified funeral. A
grant or a combination of a loan and a grant should not normally be
considered in these cases unless there are unusual circumstances that would
justify an exception to this policy and only for cases where providing a loan
offers little prospect of real help, and repaying a loan would result in a serious
financial hardship on the family. Full financial disclosure will be required
demonstrating the need for a grant vs. a loan.
Other CGMA Sponsors, Not Eligible For SGLI Coverage: Limited assistance
in the form of a loan or grant or a combination of a loan and grant may be
considered on a case-by-case basis when all other sources have been
exhausted and a serious financial burden remains. Assistance should be
limited to an amount that would provide for a modest, dignified funeral. A
grant or a combination of a loan and a grant should be considered in cases
only where there are unusual circumstances where providing a loan offers
little prospect of real help, and repaying a loan would result in a serious
financial hardship on the family. Full financial disclosure will be required
demonstrating the need for a grant vs. a loan.
Other Family Members: Assistance for funeral expenses for other family
members will only be considered on a case-by-case basis when unique
situations exist and where the CGMA sponsor will be responsible for part or
all of the funeral expenses. Assistance will be limited to a loan to assist with
the cost of a modest dignified funeral. Grants should not normally be
considered in these cases.
Non-Family Members: Assistance for funeral expenses for non-family
members will not normally be made. Exceptions may be considered on a
case-by-case basis for non-family members who have maintained a long-term,
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live-in relationship with the CGMA sponsor and the CGMA sponsor will be
responsible for part or all of the funeral expenses. Assistance in these
situations will be limited to a loan to assist with the cost of a modest dignified
funeral.
c. Emergency Travel
Due to Death or Serious Illness and Other Emergency Situations
Emergency travel due to the death or serious illness of the CGMA sponsor or
a family member along with other emergency travel situations is usually
unplanned and unexpected. Time is usually of the essence and families
seldom have funds or resources set aside for these purposes. CGMA
assistance may be provided for necessary travel, food, lodging and incidental
expenses, including childcare in some circumstances, associated with the
emergency situation when reasonable costs remain causing a serious financial
burden on the client after other forms of assistance have been exhausted.
Other forms of assistance may include personal resources or government
funded transportation. (See paragraph 3-C-3-b for information concerning
non-emergency travel.)
Assistance for emergency travel expenses will normally be in the form of a
loan. However, information concerning loans, grants, or a combination of a
loan and grant is included with the following guidelines:
When possible, verification of the emergency and financial need should be
accomplished prior to providing assistance. However, due to the urgency of
the situation, full documentation may be provided upon return of the CGMA
sponsor. In these situations, timely assistance in the form of a loan may be
provided and if appropriate, consideration for converting the loan into a grant
may be made when full financial disclosure has been made, demonstrating the
need for a grant vs. a loan.
In cases where emergency travel assistance was provided for travel associated
with the serious illness of an individual, additional assistance may be
considered if that individual later dies.
Assistance under this provision is generally authorized for emergency travel
by providing assistance as follows:
Death or Critical Medical Condition of the CGMA Sponsor: Emergency
travel assistance may be provided to immediate family members when a
CGMA sponsor has died or is seriously ill. When need has been verified, this
assistance may also be extended to other family members. Assistance to other
family members will normally be limited to the parents of the CGMA sponsor
or the parents of the CGMA sponsor's spouse, but, when appropriate, may
include other family members. When justified and supported by the
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Command, and a verified need exists, this assistance may be provided to a
non-family member who has maintained a long-term, live-in, relationship with
the CGMA sponsor.
Assistance will normally be in the form of a loan. A grant or a combination of
a loan and a grant may be considered only when there are unusual
circumstances where providing a loan offers little prospect of real help, and
repaying a loan would result in a serious financial hardship on the family.
Full financial disclosure will be required demonstrating the need for a grant
vs. a loan.
Death or Critical Medical Condition of an Immediate Family Member:
Emergency travel assistance may be provided to the CGMA sponsor when
there is a death or serious illness of an immediate family member. Assistance
will normally be for the travel expenses of the CGMA sponsor and/or the
CGMA sponsor's spouse, and may include assistance for members of the
immediate family. When appropriate and need has been verified, the CGMA
sponsor may also request assistance for the travel of other family members to
attend or assist with the situation. Assistance for other family members will
normally be limited to the parents of the CGMA sponsor or the parents of the
CGMA sponsor's spouse, but, when appropriate, may include other family
members. Emergency travel assistance may also be provided on behalf of a
non-family member who has maintained a long-term, live-in, relationship with
the CGMA sponsor.
Assistance will normally be in the form of a loan. A grant or a combination of
a loan and a grant may be considered only when there are unusual
circumstances where providing a loan offers little prospect of real help, and
repaying a loan would result in a serious financial hardship on the family.
Full financial disclosure will be required demonstrating the need for a grant
vs. a loan.
Death or Critical Medical Condition of Other Family Members: Assistance
may be provided to assist the CGMA sponsor and their immediate family with
emergency travel expenses when there is a death or serious illness of an Other
Family Member of the CGMA sponsor or the CGMA sponsor's spouse.
Assistance will normally be provided for the CGMA sponsor and spouse to
travel. Additional assistance may be provided when the whole family needs to
travel. Assistance will not normally be provided for other family members.
Assistance will normally be in the form of a loan. Grants or a combination of
a loan and grant will not normally be considered in these situations.
Death or Critical Medical Condition Non-Family Members: Assistance may
be provided to a CGMA sponsor for emergency travel due to the death or
serious illness of a non-family member only on behalf of a non-family
member who has maintained a long-term, live-in, relationship with the CGMA
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sponsor. Assistance will normally be in the form of a loan. Grants or a
combination of a loan and grant will not normally be considered in these
situations.
Other Emergency Situations: On a case-by-case basis, assistance may be
considered for other emergency situations, including, but not limited to:
Clients stranded while traveling. Limited assistance may be provided
to return the client and their family members to their home when the
client is unable to do so and circumstances indicate that the shortage of
funds was beyond their control. Typically this assistance is related to
emergency car repairs, loss of funds due to theft or loss, or to replace
lost airline tickets. If the exact cause of the shortage cannot be
verified, the client should be given the benefit of doubt and assistance
should be provided. However, requests for assistance will not be
honored, if checking the client's past loan history indicates that
repeated requests for assistance under similar questionable conditions
have been provided
Relocating an immediate family member. Assistance may be provided
when a situation exists where immediate relocation of an immediate
family member is justified and government assistance is not available
When the client's presence is the best solution to an emergency
situation. Assistance may be provided when it is determined that the
best solution to an existing problem would be the client's or spouse's
presence
Assistance will normally be in the form of a loan. Grants or a combination of
a loan and grant will not normally be considered in these situations.
d. Emergency Home Repair
Assistance may be provided to aid with emergency home repairs when clients
are facing major, unexpected, emergency repairs beyond their financial
ability. Emergency repairs must be essential to the well being of the family.
Special consideration should also be given when such a request is received
from a spouse when the CGMA sponsor is deployed. Assistance may not be
used for routine maintenance or routine repairs that all homeowners must plan
for and expect to occur. CGMA funds may not be used for remodeling,
redecorating or expanding living space. Assistance is not authorized for
repairs to property owned, but not occupied by the client or their immediate
family members or property rented by the client from a landlord.
Examples of Emergency Home Repairs that the use of CGMA funds may be
considered, includes:
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Emergency furnace or air conditioning repairs in situations where
extreme temperatures could cause significant medical problems
Major emergency plumbing problems causing water damage to the
building
Roof damage where leaking water may cause damage to the building,
including emergency repairs following a storm, while waiting for
insurance coverage
Situations where the repair company will not proceed with emergency
repairs until a payment is made or when a payment plan could not be
worked out with the repair company for major emergency repairs
Assistance will normally be in the form of a loan. Grants or a combination of
a loan and grant will not normally be considered in these situations.
e. Loss of Funds or Property
Theft, Police reports, Insurance reports
The theft or loss of funds (cash, checks, and money orders) along with the loss
of property may cause an emergency situation for our clients. Assistance may
be provided to aid with these emergencies provided the loss has been reported
to the proper authorities; police, insurance company, Commanding Officer,
etc., or if the CGMA Representative is able to verify the client's claim of loss.
Note: Assistance due to the loss of funds or property will be provided to help meet
specific emergency financial needs and not necessarily replace the full amount
of the claimed loss.
Caution in providing assistance should be taken if a client has not reported the
loss prior to coming to CGMA and does not wish to report the loss after
discussing the case with a Representative. In these cases, Representatives
should take action to verify the client's story. This may include finding out
what else was lost or stolen, such as ID cards, credit cards, driver's license,
etc., and determine what, if any action the client has taken to report these
losses. Clients should be able to explain how the loss or theft occurred and
why they choose not to report it to authorities. (Clients are sometimes
reluctant to report cases involving the loss of funds vs. theft. These cases
should also be reported in case the funds or property are found and turned in.)
In cases involving the loss of funds entrusted to others (typically given to their
spouse, roommate, relative, etc., to pay bills on behalf of the client, or for
safekeeping) the client should explain what actions they have taken to prevent
further loss of funds.
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Assistance will normally be in the form of a loan. Grants or a combination of
a loan and grant will not normally be considered in these situations.
f. Fire and Other Disasters
Single Incident, Group Situation, Individual Assistance, Immediate and
Long-Term Need
Assistance may be provided when a client or their immediate family members
are affected by a disaster. The disaster may affect only a few individuals,
such as a house or apartment fire, or an entire community, such as a flood,
tornado, or hurricane. While CGMA cannot act as an insurance company,
CGMA can provide assistance to help our clients through the disaster and
reestablish their normal lifestyle with items not provided for by the Coast
Guard, other government agencies, insurance coverage, the American Red
Cross or other relief organizations. Assistance is not authorized for blanket
group relief; it must be given only to individuals on a case-by-case basis.
Each client's financial circumstances are different, and each case must be
considered on its own merits, based on demonstrated financial need.
Assistance under this provision is generally authorized for disaster relief as
follows:
Immediate Need: Due to the time sensitive nature of these cases, initial
assistance will be provided as a loan for items immediately needed to prevent
privation (food, shelter, and clothing). Clients should complete the basic
CGMA Application for Assistance (CGMA Form 5) or, when directed by
CGMA-HQ, the CGMA Application for Disaster Assistance (CGMA Form
6), and sign the CGMA check (CGMA Form 52) indicating receipt of the
assistance and repayment authorization. The Budget Form (CGMA Form 15)
is not required under these circumstances. Clients should be advised to return
after the disaster has passed to provide additional financial information,
discuss repayment options and determine if additional assistance is needed.
Additional Need: After the disaster has passed, additional assistance may be
considered for basic essentials such as food, uniforms, civilian clothing, beds
and linens, eating table and chairs, temporary lodging etc., not covered by
other sources. Assistance under other sections may also be considered to help
reestablish a household. The client will be expected to provide full financial
disclosure to obtain additional assistance.
CGMA believes that everyone should arrange for, and maintain, adequate
health, life, vehicle, homeowners or renters insurance as part of their normal
budget. Clients should not consider CGMA as an alternative to having
adequate insurance. Loans, grants, and loans converted into grants are not
automatic and should not be expected in lieu of adequate insurance.
Therefore, assistance for disaster relief will normally be in the form of a loan.
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A grant, a combination of a loan and grant, or converting a loan into a grant
may be considered only when circumstances indicate that providing a loan
will offer little prospect of real help, and repaying a loan would result in a
serious financial hardship on the family. Full financial disclosure will be
required demonstrating the need for a grant vs. a loan.
Assistance for items covered by insurance or government reimbursement will
only be given as a loan. Loans must be repaid in full upon receipt of the
reimbursement. Clients must be cautioned that repayment of the CGMA loan
will not be postponed indefinitely. If reimbursement from other sources is not
received, the client will still be expected to repay the CGMA loan.
See Appendix F for information for CGMA response on large scale disaster
assistance.
g. Temporary Living Expenses
Assistance may be provided for food, temporary lodging, and incidental
expenses when a client demonstrates a need for such assistance because of an
emergency or when an unexpected event has caused a serious financial
burden, and assistance is not available from other sources.
Such a need may arise from a loss of income, or it may arise in connection
with medical treatment or an emergency leave situation. It may result from
fire, flood, earthquake, or other natural disasters or in circumstances where the
family must immediately vacate their normal residence for health or safety
reasons or to be out of harms way.
Assistance with temporary living expenses will normally be provided in the
form of a loan. A grant, a combination of a loan and grant, or conversion of a
loan to a grant may be considered only when circumstances indicate that
providing a loan will offer little prospect of real help, and repaying a loan
would result in a serious financial hardship on the family. Full financial
disclosure will be required to demonstrate the need for a grant vs. a loan.
When it is anticipated that temporary living expenses will be reimbursed by
insurance, the Coast Guard, other government agencies, or other sources, a
loan may be provided for covered items while the client awaits
reimbursement. In such cases, the client must be cautioned that repayment of
the CGMA loan will not be postponed indefinitely. If the expected
reimbursement is not received within 90 days, the client will be expected to
repay the CGMA loan, either in lump sum, provided the client can afford to
do so, or with monthly repayments within the client's ability to repay.
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3. General Assistance
General Assistance may be provided when unexpected events or expenses cause a
serious financial burden and financial need is demonstrated. General Assistance
differs from Emergency Assistance because the qualifying circumstance does not
immediately endanger personal well being or require urgent help. Certain
eligibility and assistance restrictions apply, and are outlined below.
Recurring requests may indicate poor money management or that a more serious,
financial problems exist, indicating a need for long-term financial counseling and
budgeting assistance. (See paragraph 3-C-6 for additional information concerning
financial counseling and debt management.)
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
a. Pay, Travel and Allotment Problems
Assistance may be provided to clients facing financial difficulties due to pay,
travel (advance or claim) and allotment problems, or delays that are not the
fault of the client. Assistance may also be considered when a hardship exists
for a client who has registered a new allotment to assist them with the one-
time shortage of pay that occurs when half of the funds for the new allotment
are withheld from the mid-month paycheck until the allotment arrives.
Assistance will normally be on a one-time basis for problems that have
already occurred. Assistance will not be made in anticipation of future
problems that may occur. Prior to providing assistance, the appropriate pay or
personnel office must be contacted; both to verify the situation and to
determine what actions are being taken to resolve the problem. In many
cases, the originating pay or personnel office can initiate a replacement or
supplemental check or electronic transfer of funds.
Assistance will be in the form of a loan. Grants or a combination of a loan
and grant will not be considered in these situations. The amount of the loan
will not necessarily be for the full amount of the missing pay, but will be for
the actual amount of demonstrated need, not to exceed the amount of the pay,
travel or allotment shortage.
Loans must be repaid in full upon receipt of the missing pay, travel or
allotment. Extended repayment over several months is not authorized.
Clients must be cautioned that repayment of the CGMA loan will not be
postponed indefinitely. Missing funds that are not received within 90 days, or
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will never be received, will not be an acceptable reason not to repay the
CGMA loan, nor will it be reason to consider converting the loan into a grant.
The client will be expected to repay the CGMA loan, either lump sum,
provided the client can afford to do so, or with monthly repayments within the
client's ability to repay. Repayment must start within three months following
the receipt of the assistance provided by CGMA.
Garnishment of pay for child support, taxes, etc., government recouping
overpayment of pay or travel entitlements, and any pay shortage as the result
of the client's actions or inactions are examples of items that may result in a
client's pay being less than normal, but are not considered a pay problem.
Note: Assistance for fines or forfeiture of pay as a result of UCMJ, non-judicial
punishment, or other court action will not be authorized. CGMA believes it is
improper to use donated funds to negate official disciplinary action.
Exceptions may be considered only to prevent privation of immediate family
members and with command involvement.
b. Non-emergency Travel
PCS, TAD, New Family Members, Humanitarian, Unilateral or Mutual
Transfer of Station, Leave and Liberty, Return to Prior Location
There are a variety of situations where assistance may be requested for travel
expenses. Assistance may be provided to meet genuine need and to fund
travel for only those persons necessary. When entitled, advances, allowances
and transportation provided by the government should be used. Assistance
from CGMA may not be provided in lieu of government entitlements simply
because it is easier to do so.
Assistance under this section differs from emergency travel discussed in
paragraph 3-C-2-c, in that the urgency and critical time frame of emergency
travel does not exist. Verification of the situation and financial need are to be
accomplished prior to providing assistance. Full financial disclosure will be
required.
Assistance under this provision is generally authorized for non-emergency
travel by providing assistance as follows:
Travel Advances Not Received: Clients required by orders to travel PCS or
TAD, who are entitled to receive an advance for themselves or their
immediate family members, but are unable to receive the advance prior to
traveling, may receive a loan to help with anticipated moving expenses, not to
exceed the amount of the authorized advance. Such loans must be repaid in
full when the travel reimbursement is received. (See paragraph 3-C-3-a for
additional information concerning non-receipt of travel advances.)
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While Traveling Between Duty Stations: Assistance may be provided when
clients experience unexpected problems on the way to a new duty station.
This may include unexpected car repairs, lodging and living expenses, or
purchase of tickets on commercial carriers to complete the travel.
Married En Route: Military members who marry during a tour of duty or
between duty stations can receive a loan to bring the new immediate family
member to the new duty station.
Humanitarian, Unilateral or Mutual Transfer of Station: Assistance may be
provided for travel of clients and their immediate family members when travel
is required due to a humanitarian (HUMS), unilateral or mutual transfer of
station (Mutual) and the client is not entitled to travel allowances from the
Coast Guard. This may include assistance to move household goods.
Non-Command Sponsored Family Members: CGMA does not support, and
assistance is not authorized for, non-command sponsored family members
traveling to an unaccompanied, overseas location. However, assistance may
be provided when a non-command sponsored family member has relocated to
the overseas location and the client is unable to afford their return travel using
their own resources.
Leave, Liberty, Vacation: CGMA does not fund regular or annual leave,
liberty or vacations. Clients should plan for and have funds available for these
purposes and should have a contingency plan in place for emergencies, which
may occur while traveling. (See paragraph 3-C-2-c, Other Emergency
Situations, for additional information concerning clients stranded while
traveling.)
Attend a Court Hearing at a Distant Location: When a client does not have
the resources to do so, assistance may be provided when a client or their
spouse is required to attend or appear in person for a court hearing at a distant
location. Applicants should confer with legal council to determine whether
their presence is necessary or whether they could make a deposition or grant
power of attorney to someone else to resolve the situation.
Note: When travel is required due to a court order, the court is responsible to pay
travel and lodging expenses. A CGMA loan may be considered while the
client is waiting to receive funds or reimbursement.
Return to a Previous Location: Assistance may be provided for a client or
spouse to return to a previous location to settle on the sale of a personal
residence, to settle an estate or for other acceptable reasons when the client
cannot afford to do so using their own resources.
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Assistance for non-emergency travel expenses will normally be in the form of
a loan. Grants or a combination of a loan and grant will not normally be
considered in these situations.
When it is anticipated that travel expenses will be reimbursed by insurance, a
court, the Coast Guard, other government agencies, or other sources, a loan
may be provided for covered items while the client awaits reimbursement. In
such cases, the client must be cautioned that repayment of the CGMA loan
will not be postponed indefinitely. If the expected reimbursement is not
received within 90 days, the client will be expected to repay the CGMA loan,
either in lump sum, provided the client can afford to do so, or with monthly
repayments within the client's ability to repay. In any event, repayment must
start within three months following the receipt of the assistance provided by
CGMA.
c. Vehicle Repairs
Major Repairs, Second Vehicles, Routine Maintenance, Following
Accident
CGMA funds may be used to assist clients who have demonstrated a financial
need with authorized vehicle repairs. Assistance is not to be provided to
clients who have the ability to pay for repairs from their own resources, but
prefer to use an interest-free loan from CGMA to pay for repairs, while using
their own funds for other purposes. When appropriate, clients will be
expected to pay for a portion of the repairs from their own resources with
CGMA providing the remainder of needed funds. Prior to providing
assistance, Representatives must verify that the vehicle being repaired is
registered in the name of the client or spouse and is properly insured.
Insurance: CGMA believes that no-one should drive without adequate
insurance and that clients are expected to arrange for, and maintain, adequate
insurance coverage for their vehicles in compliance with any state or base
regulations that apply. Clients should not look to CGMA as an alternative to
being adequately insured. (See paragraph 3-C-3-e for additional information
concerning insurance.)
Authorized: When a client is unable to afford the cost of major, unexpected
car repairs, assistance may be provided which will allow for the safe operation
of the client's primary vehicle. Assistance may also be considered for a
second family vehicle, when that vehicle's safe operation is essential to the
family for employment, medical appointments, or when the family lives in
separate geographic areas.
Unauthorized: Assistance is not authorized for cosmetic vehicle repairs (paint
and minor body work), vehicle restoration, maintaining classic vehicles, or the
cost of routine maintenance such as oil changes and tune-ups, except when
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required by state inspection. However, assistance may be considered for tires
or brakes, when the client is unable to afford to purchase replacements before
they become unsafe.
Assistance Following an Accident: Clients are expected to carry enough
insurance to cover the cost of repairs in the event of an accident and must plan
to pay the deductible cost of their policy. However, when a financial need is
demonstrated, assistance may be considered provided the client had met all
insurance obligations at the time of the accident including liability insurance
and any collision or comprehensive insurance coverage required by the
vehicle's lien holder. Assistance will be limited to the deductible amount of
the insurance coverage. This assistance may be provided on a one-time basis
to a client or family.
Estimates: A written estimate of proposed repairs from an established repair
facility is to be provided prior to providing assistance. In cases where clients
are to do their own repairs, written estimates of the necessary parts are to be
provided. If repairs have already been completed, generally in an emergency
situation such as a break down away from home, assistance will be limited to
those items considered necessary for the safe operation of the vehicle and
beyond the client's ability to pay using their own resources.
Payment to Provider: CGMA checks should be made payable directly to the
provider of the repairs or parts. Payment should not be made until repairs are
completed. However, partial assistance may be provided for the purchase of
parts or if the repair facility will not proceed with repairs without a deposit.
Payment directly to the client should be limited to cases where repairs were
completed prior to requesting assistance or when the repair facility will not
accept a CGMA check. These situations are to be explained in the remarks
block of the CGMA Form 52.
Assistance for vehicle repairs will normally be in the form of a loan. Grants
or a combination of a loan and grant will not normally be considered.
d. Other Vehicle Expenses
Payments, Car Rentals, Purchase, Lease, Replacement
Vehicle Payments: Assistance with payments on a vehicle loan may be
considered only when exceptional circumstances prevent the client from
making payments from their own resources. Assistance will be on a one-time
basis and will not exceed three months payments to alleviate a hardship or to
prevent the vehicle from being repossessed. Clients unable to make routine
vehicle payments may be in need of long-term financial counseling and
budgeting assistance. (See paragraph 3-C-6 for additional information
concerning financial counseling and debt management.)
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Car Rental: Assistance may be considered when the client needs assistance
for a car rental that is necessary as the result of an accident and the client is
waiting to be reimbursed from their insurance company. Assistance for a car
rental may also be considered for emergency travel. Assistance for long-term
rentals and leases is not authorized.
Vehicle Purchase or Replacement: CGMA does not finance the purchase or
lease of new or used vehicles, including taxes or registration fees. In certain
rare instances, however, it may make more sense to assist with a down
payment on a more reliable vehicle rather than repair a vehicle when the cost
of the repair is higher than the verified value of the vehicle. The CGMA
Executive Director must be contacted for approval before such assistance can
be provided. (See paragraph 2-D-2 for CGMA-HQ contact information.)
Assistance will be limited to the amount needed for the down payment, not to
exceed the estimated cost of repairing the original vehicle, and will be
provided on a one-time basis to a client or family.
Assistance for vehicle expenses will normally be in the form of a loan. Grants
or a combination of a loan and grant will not normally be considered for
vehicle expenses and will not be given for the down payment on a
replacement vehicle.
e. Insurance
CGMA believes that everyone should arrange for, and maintain, adequate
health, life, vehicle, homeowners or renters insurance as part of their normal
budget. Clients should not consider CGMA as an alternative to being
adequately insured. When situations arise that prevent a client from being
able to afford their own insurance coverage, a loan may be provided for the
minimum insurance payment required to prevent a lapse in, or to reinstate the
insurance. A loan may also be considered for the down payment necessary to
begin insurance coverage or to assist with the initial increased cost of
insurance caused by a move that results in higher rates in the new state, higher
required limits or the need to change insurance companies.
Assistance for insurance costs may be provided on a one-time basis to a client
or family. Assistance will normally be in the form of a loan. Grants or a
combination of a loan and grant will not normally be considered.
f. Childcare
Assistance for childcare may be provided to assist a client during an
emergency situation, but is not normally provided for regular monthly
childcare costs. Normally, childcare costs must be budgeted for in the same
manner as other regular monthly expenses. However, a one-time exception
may be considered to initially establish childcare or when unique
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circumstances prevent clients from paying for budgeted childcare from their
own resources.
Assistance will be in the form of a loan and will not exceed two months of
childcare costs. Grants or a combination of a loan and grant will not be
considered in these situations.
g. Family In-Home Childcare Facility
Although CGMA does not provide assistance to help finance business
ventures, an exception may be considered when a client is working with the
Coast Guard to establish an In-Home Childcare facility. Assistance may be
provided to assist in obtaining the initial licensing fee and liability insurance
necessary to gain Coast Guard Certification to operate an In-Home Childcare
facility.
Assistance will be in the form of a loan. Grants or a combination of a loan
and grant will not be considered in these situations.
h. Bills and Expenses
Rent, Utilities, Credit Cards, Other Recurring Obligations
Assistance may be considered when a client, who is normally able to pay all
of their normal recurring bills and expenses, is experiencing short-term
difficulty in making payments due to an illness, emergency, unforeseen
circumstance or other legitimate reasons which created a hardship, preventing
them from having sufficient funds to pay their bills using their own resources.
However, assistance is not intended to permit clients to live beyond their
income, nor is it to be used to provide frequent help for basic needs.
Assistance will be in the form of a loan and will not exceed two months of
recurring expenses. Grants or a combination of a loan and grant will not be
considered in these situations.
Recurring requests may indicate poor money management or that a more
serious, financial problem exists, indicating a need for long-term financial
counseling and budgeting assistance. (See paragraph 3-C-6 for additional
information concerning financial counseling and debt management.)
i. Financial Counseling
Clients are encouraged to contact CGMA when they feel they have a need for
financial counseling. Representatives may counsel clients locally or refer
them to other sources for financial planning assistance. This may include
local counseling, other sources within the Coast Guard or other government
agencies and commercial firms such as Consumer Credit Counseling Service.
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CGMA will pay reasonable fees for clients to receive professional financial
counseling. Clients do not have to request financial assistance from CGMA to
be entitled to this service. (See paragraph 3-C-6 for additional information
concerning financial counseling and debt management.)
j. Loss of Income
Assistance for basic living expenses may be considered when a family is
facing financial difficulties from the loss of income due to prolonged illness or
injury. This may be the result of the client or spouse being unable to work
due to personal illness or injury, or to provide care for another family
member.
Assistance will be limited to actual need and not necessarily the amount of
lost income and will not be of a continuing nature. Total assistance will not
exceed three months basic living expenses.
Assistance will normally be in the form of a loan. Repayment may be delayed
in accordance with paragraph 5-B-2-c to allow time for the individual to
return to work. A grant or a combination of a loan and a grant may be
considered only when circumstances indicate providing a loan offers little
prospect of real help, and repaying a loan would result in a serious financial
hardship on the family. Full financial disclosure will be required
demonstrating the need for a grant vs. a loan.
k. Government Travel Card
Assistance may be considered for clients facing financial difficulties paying
their outstanding government travel card bills. Assistance may be provided
when the client used their government travel card for authorized purchases,
filed their claim for reimbursement in a timely manner, and at no fault of their
own, did not receive timely reimbursement from the Coast Guard.
Assistance may also be considered on those rare occasions where advance
travel funds are still needed after all Coast Guard procedures have been
properly followed. Assistance may not be provided simply because obtaining
a CGMA loan is faster or easier than following established procedures to
obtain advance travel funds or obtain funds in excess of the client’s cash
withdrawal limits.
Assistance will normally be on a one-time basis for problems that have
already occurred. Assistance will not be made in anticipation of future
problems that may occur. Prior to providing assistance, the problem must be
verified with the appropriate pay, travel or personnel office, both to verify the
situation and to determine what actions are being taken to resolve the
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problem. In many cases, the originating office can initiate a replacement or
supplemental check or electronic transfer of funds.
Assistance will be in the form of a loan. Grants or a combination of a loan
and grant will not be considered in these situations. The amount of the loan
will not necessarily be for the full amount of the missing reimbursement, but
will be for the actual amount of demonstrated need, not to exceed the amount
of the shortage. Clients do not have to provide full financial disclosure.
Loans must be repaid in full upon receipt of the missing reimbursement.
Extended repayment over several months is not authorized. Clients must be
cautioned that repayment of the CGMA loan will not be postponed
indefinitely. Missing funds that are not received within 90 days, or will never
be received, will not be an acceptable reason not to repay the CGMA loan, nor
will it be reason to consider converting the loan into a grant. The client will
be expected to repay the CGMA loan, either lump sum, provided the client
can afford to do so, or with monthly repayments within the client's ability to
repay. Repayment must start within three months following the receipt of the
assistance provided by CGMA.
Note: Assistance is not authorized for unauthorized purchases made using the
government travel card, when the client failed to submit their claim in a timely
manner, or when the client used reimbursement funds for other than paying
their outstanding government travel card debt. When a client has included
government travel card debt along with other outstanding debt, consideration
for assistance may be given under Financial Counseling and Debt
Management. (See paragraph 3-C-6 for additional information.)
l. Child Support
Child Support Not Received: Assistance may be considered for families with
stepchildren, or for single parents who are facing a financial hardship due to
not receiving anticipated child support.
Assistance, limited to an amount of demonstrated need, not to exceed the
amount of missing child support, may be authorized provided the client is able
to demonstrate that the missing child support is of a temporary nature or that
they have taken appropriate action to pursue the child support. This may
include contacting appropriate Federal Child Support Enforcement Agency
and/or Family Advocacy Program authorities. Assistance will normally be on
a one-time basis.
Loans must be repaid in full upon receipt of the missing child support. Clients
must be cautioned that repayment of the CGMA loan will not be postponed
indefinitely. Missing funds that are not received within 60 days, or will never
be received, will not be an acceptable reason not to repay the CGMA loan.
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When missing funds are not received within 60 days, the client will be
expected to repay the CGMA loan, either lump sum, provided the client can
afford to do so, or with monthly repayments within the client's ability to
repay. Repayment must start within two months following the receipt of the
assistance provided by CGMA.
Unable to Pay Child Support: Assistance to help a client make a child support
payment may be considered on a one-time basis when unexpected events or
expenses cause a serious financial burden and financial need is demonstrated.
Assistance will not normally exceed two months of child support payments
and the client must be able to demonstrate how they intend to make future
child support payments.
m. Non-Support/Inadequate Support
Assistance may be considered for an immediate family member in a situation
where the CGMA sponsor is providing inadequate or no support for their
immediate family members. After verifying need, emergency assistance may
be provided to prevent privation (food, eviction, loss of utilities), stabilize the
situation, and allow time for social service support and other long-term
arrangements. Command involvement is required and may include counseling
the CGMA sponsor and/or reporting the situation to the appropriate Family
Advocacy Program authorities. Assistance will normally be limited to a one-
time basis and must contribute to resolving the problem.
Assistance given to an immediate family member for non-support/inadequate
support will normally be provided in the form of a loan. However, a grant, a
combination of a loan and grant, or conversion of a loan to a grant should be
considered when there is no reasonable expectation of a loan given to an
immediate family member will be repaid or where circumstances indicate that
providing a loan will offer little prospect of real help, and repaying a loan
would result in a serious financial hardship on the family. Full financial
disclosure will be required to demonstrate the need for a grant vs. a loan.
n. Household Furnishings
Assistance may be considered when a client has an urgent need to obtain or
replace essential household furnishings but is unable to do so using their own
resources. This urgent need may be the result of lost, damaged or delayed
shipment of household goods, a determination that shipment of household
goods is not authorized, a fire or other disaster, a family member unexpectedly
moving into the household, or other legitimate causes.
Assistance may be given to rent or buy essential, economical, serviceable
items, such as; beds, dining table, chairs, along with other furnishings,
clothing and goods needed to provide a normal stable home environment for
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the client and immediate family members. Assistance will not be provided for
non-essential but nice to have items, nor will it be provided to permit the
client to live beyond their means.
Assistance will not be provided when other sources of financing are available.
Assistance will not be provided for convenience or to relieve the client from
interest costs associated with installment payments. Unless there are
extenuating circumstances, this assistance may be provided on a one-time
basis to a client or family. Assistance will only be provided for the household
of the CGMA client and immediate family.
Assistance will normally be in the form of a loan. A grant or a combination of
a loan and a grant may be considered only when circumstances indicate
providing a loan offers little prospect of real help, and repaying a loan would
result in a serious financial hardship on the family. Full financial disclosure
will be required demonstrating the need for a grant vs. a loan. A grant will not
be provided for items that will eventually be reimbursed by insurance or other
sources. (See paragraph 3-C-2-f for additional information concerning
providing assistance following a fire or other disaster.)
o. Moving Expense
Assistance will not normally be provided for convenience moves or relocation
to a new residence in the same general area. However, assistance may be
provided when the move is in the best interest of the client or immediate
family. This may include financial, health, or safety reasons, or when it has
been determined that an emergency move is needed to get the client or family
out of harms way. Assistance may also be provided if the family is enduring
unacceptable living conditions due to fire, flood, other natural disasters, or
unhealthy or unsafe conditions.
Assistance for moving expense will normally be limited to a loan for a rental
truck, gas and packing material for local moves. Assistance for longer moves
may also include temporary living expenses. (See paragraph 3-C-2-g for
additional information.) Depending on the circumstances surrounding the
need to move, additional assistance may be considered for rent, security and
utility deposits. (See paragraphs 3-C-5-c and 3-C-5-d for additional
information.)
Assistance for moving expenses will normally be in the form of a loan. A
grant or a combination of a loan and a grant may be considered only when
circumstances indicate providing a loan offers little prospect of real help, and
repaying a loan would result in a serious financial hardship on the family.
Full financial disclosure will be required demonstrating the need for a grant
vs. a loan. A grant will not be provided for items that will eventually be
reimbursed by insurance or other sources. (See paragraph 3-C-2-f for
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additional information concerning providing assistance following a fire or
other disaster.)
p. Immigration Fees
Assistance may be provided when clients are required to pay major,
unexpected, immigration fees that are beyond their financial ability using their
own resources. Assistance will be limited to the immigration fees associated
with the client or their immediate family members. (See paragraph 3-B-1-a
for additional information concerning definition of immediate family
members.)
Assistance under this section may not be provided to assist with any
associated travel expenses that may exist. (See paragraphs 3-C-2-c and
3-C-3-b for additional information concerning travel expenses.)
Assistance will be in the form of a loan and will not exceed the actual
immigration fees required. Grants or a combination of a loan and grant will
not be considered in these situations.
q. Permanent Change of Station (PCS) Incidentals Loan
The PCS Incidentals Loan is intended to help Coast Guard military personnel
with unexpected costs that accompany a PCS move. Coast Guardsmen who
receive PCS orders often incur costs not reimbursed by federal funds. These
might include the cost of house hunting prior to the move, hotel stays beyond
the allotted 10 days because household goods are delayed, temporary
childcare, boarding pets temporarily while movers are present or when the
client is staying at hotels where pets are not allowed, and purchasing
household necessities such as food, cleaning supplies, window treatments,
toiletries new garbage cans, mats, area rugs, etc., that are needed for settling
into the new residence.
This program is open to Coast Guard Active Duty and Reserve personnel
only. To apply, clients must present a completed Application for Assistance
(CGMA Form 5) and a copy of their official PCS orders. A budget form is
not required.
This assistance will be in the form of a loan not to exceed $1,000, to be repaid
at a rate of not less than $100 per month. Grants or a combination of a loan
and grant will not be considered.
This loan may not be provided more than 60 days prior to the scheduled
departure date, nor 30 days after arrival at the client’s new duty station.
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r. Pet Expenses
CGMA expects its clients to take financial responsibility for the care of any
pets they may have, including the cost of the pet itself, food, routine
veterinary examinations, immunizations, flea/tick prevention, etc. There are,
however, instances in which CGMA will consider pet related assistance.
Assistance for pet related expenses will be in the form of a loan. Grants or a
combination of a loan and grant will not normally be considered.
Pet quarantine fees during PCS transfer: Assistance may be considered if a
client does not have the resources to pay pet quarantine fees incurred while
moving pursuant to permanent change of station (PCS) orders.
Emergency Pet Care Expenses: Assistance may be considered when a client
does not have the resources to pay large unexpected veterinary bills for
emergency treatment of a pet that has been injured or is seriously ill.
Pet Lodging expenses: Assistance may be considered if a client does not have
the resources to pay for pet lodging fees incurred while moving, during
emergency evacuation, or other client emergencies where the pet cannot
accommodate the family during travel.
s. Service Animals
A CGMA loan may be considered for purchase or training of a service animal
to assist a client who is disabled or a member of the client’s immediate family
who is disabled. Service animals may be dogs or other animals trained to the
requirements of the individual with a disability, including, but not limited to,
mobility issues, visual impairment, hearing impairment, seizures, diabetes,
PTSD, autism, epilepsy, multiple sclerosis, and other physical or mental
disabilities.
Qualified expenses are those reasonable and necessary expenses directly
related to, and for the principal purpose of, purchasing or training a service
animal that will meet the specific needs of the individual with the disability.
This loan may not be provided for expenses covered by other funding sources,
such as non-profit agencies or fundraising efforts. The loan may not be
provided if the client may be reasonably considered to have all the funds
necessary for the purchase or training of the service animal.
Assistance from CGMA will be in the form of a loan not to exceed $6,000,
with a maximum repayment period of 60 months. Grants or a combination of
a loan and grant will not be considered.
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t. Non-Rate to A School Work Uniform Replacement
CGMA expects active duty clients to assume financial responsibility for the
routine care and maintenance of uniforms. There are circumstances, however,
where normal wear and tear at operational units causes working uniforms to
become unserviceable in a short period of time. Enlisted members who
transfer to A-School from such assignments often must, on short notice,
replace working uniforms that would be unacceptable in a school setting.
Assistance may be considered to help with the cost of replacing non-
serviceable work uniforms of active duty personnel E-3 and below who are
transferring from an operational unit to A-School. Assistance will be in the
form of a loan, not to exceed $700. A budget form is not required, and the
loan repayment start date will be delayed until completion of A-School.
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4. Medical and Dental Assistance
The cost of medical and dental care can be expensive. It is an expense that clients
must anticipate and plan for. CGMA believes that everyone should arrange for,
and maintain, adequate health, insurance, including supplemental insurance, for
themselves and their family as part of their normal budget. Clients should not
consider CGMA as an alternative to being adequately insured. Loans, grants, and
loans converted into grants are not automatic and should not be expected in lieu of
adequate insurance.
Recurring requests may indicate poor money management or that a more serious,
financial problem exists, indicating a need for long-term financial counseling and
budgeting assistance. (See paragraph 3-C-6 for additional information concerning
financial counseling and debt management.)
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
Certain eligibility and assistance restrictions apply to medical and dental
assistance as outlined below.
a. General
Routine medical and dental bills, including patient's cost share, are like other
expenses a client may have and are expected to be paid utilizing their own
resources. Large, unexpected, emergency medical and dental expenses
however, are not normally anticipated in an individual's or family's budget.
Medical and dental assistance from CGMA will be limited to those
extraordinary, unexpected, emergency situations where, after careful planning
and budgeting, a demonstrated financial need remains, after having utilized all
available resources.
Assistance may be provided to help with immediate needs when a client or
their immediate family members are affected by a medical or dental
emergency. While CGMA cannot act as an insurance company, CGMA can
provide assistance to help our clients through the emergency and reestablish
their normal lifestyle for expenses not covered for by TRICARE, the Coast
Guard, other government agencies, private insurance coverage (including
TRICARE supplements), or other organizations. The need for assistance must
be evaluated on a case-by-case basis. Each client's financial circumstances are
different, and each case must be considered on its own merits and
demonstrated financial need.
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Medical and dental assistance is not to be provided to clients who have the
ability to pay for their medical and dental needs using their own resources, but
prefer to use an interest-free loan from CGMA, while using their own funds
for other purposes. When appropriate, clients will be expected to pay for a
portion of the medical or dental costs from their own resources with CGMA
providing the remainder of needed funds.
Providing assistance for medical and dental expenses should comply with the
following guidelines:
b. Use of Private Insurance, TRICARE and Supplements, and Other
Resources
Assistance from CGMA is not automatic and clients should not consider
CGMA as an alternative to being adequately insured.
All clients are expected to pay for their medical and dental expenses utilizing
their own resources. Because the cost of treatment and care can cause serious
financial problems, CGMA strongly encourages eligible military members to
enroll in TRICARE Prime, or other available options, and obtain TRICARE
supplemental insurance. Other clients are strongly encouraged to obtain
private insurance. These programs are available to enhance medical
protection and defray out-of-pocket medical expenses. All clients are also
strongly encouraged to obtain adequate dental insurance for themselves and
their families, whether through government programs or through private
insurance coverage.
Additionally, clients are encouraged to use government and military medical
treatment and health facilities when available, along with Social Security and
Medicare benefits for those eligible. Clients should also seek assistance from
federal, state, local and community sources, along with public and private
organizations, many of which are listed with the Combined Federal Campaign
(CFC), and may be available to assist.
In cases of documented need, CGMA can assist with the initial payment of
obtaining private insurance or supplemental insurance and TRICARE
enrollment fees. (See paragraph 3-C-3-e for additional information
concerning assistance to obtain insurance.)
c. Authorized Assistance
Assistance under this provision is generally authorized for unexpected or
extraordinary medical, dental and incidental expenses by providing assistance
as discussed below. Assistance from CGMA is not to be used on a frequent
basis to supplement TRICARE or other private insurance.
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Medical, dental, or hospital expenses must be medically required, not elective.
In all cases, the client must have a demonstrated financial need for assistance
after utilizing all available resources. Assistance may be provided for clients
and their immediate family members only. Assistance will not normally be
provided for other family members or non-family members. (See paragraph
3-B-1-a for additional information concerning individuals generally eligible to
receive assistance.)
Provider Won't Proceed Without Payment: Assistance may be provided when
emergency treatment is needed and partial payment or a down payment is
required for treatment to be received. This includes times when the provider
will not proceed with a required medical or dental procedure before payment
is received, or when the provider demands payment prior to completion of
processing TRICARE or insurance claims.
Mental Health and Family Counseling: Serious mental health and domestic
problems hurt the client's family and the client's work performance. Free, or
fully covered (by TRICARE or private insurance) professional counseling is
not always available from Coast Guard, other government agencies, or local
community sources. In cases where counseling is deemed necessary for the
client or immediate family member, CGMA may provide assistance to fund
such services not covered by TRICARE or private insurance. A qualified
professional, such as a doctor or Family Advocacy Program authority, must
deem counseling necessary. In an established family advocacy case where a
Coast Guard member is charged with abuse, the immediate family member
may apply for assistance.
Patient's Cost Share: Most requests for medical or dental assistance are for
the patient's cost share of the bill that remains after the TRICARE or private
insurance payment has been made. While it is the client's responsibility to
pay the cost of all routine medical and dental bills, including the patient's cost
share, assistance may be given to help a member only when the overall cost of
obtaining necessary medical and dental treatment creates a serious financial
hardship, preventing the client from paying these costs from their own
resources.
Durable Medical Equipment: When not covered by TRICARE, private
insurance, the government, or other sources, assistance may be provided to
purchase or rent required durable medical equipment that is necessary to
sustain an ill or disabled family member's major life activities. A doctor must
attest to the medical need for the item, and that the device is essential for
health and welfare of the patient. Documentation is also required to show that
TRICARE, private insurance, the government, or other sources will not
authorize assistance. Examples of special or durable medical equipment
include: wheelchairs, respirators, crutches, and canes. Assistance may also
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be provided for necessary modifications to the client's home, such as shower
benches and ramps for home access.
Prosthetic Devices: Devices such as orthopedic shoes, hearing aids,
spectacles, artificial limbs, implants, orthopedic appliances and braces are
generally authorized benefits under TRICARE (including the TRICARE
Program for the Handicapped) and other insurance programs. Clients with a
requirement for such devices should consult with the TRICARE Health
Benefits Advisor or their insurance provider to see if the specific device is
covered. Assistance from CGMA may be considered in cases documented by
a statement from a doctor or other medical authority attesting that the device
is essential for the health and welfare of the individual, and when TRICARE,
private insurance, the government, or other sources will not authorize
payment.
Rehabilitation Care, Nursing Care, Home Care, or Respite Care: Assistance
may be provided to help with the cost of a caregiver needed to provide
temporary care for a client or immediate family member with special medical
needs. This assistance may be provided when the client or immediate family
members are not able to perform required rehabilitation, nursing, home, or
respite care. Assistance may be provided for expenses for a family member to
travel to the client's home (see paragraph 3-C-4-e for additional information)
or for a professional caregiver to provide up to 40 hours care. This short-term
assistance is intended to allow the family time to develop other resources to
handle the situation. Assistance from CGMA may be considered in cases of
documented financial need when supported by a statement from a doctor or
other medical authority attesting that the services are essential for the health
and welfare of the individual, and when TRICARE, private insurance, the
government, or other sources will not authorize assistance.
d. Dental Expenses
In the same manner as medical expenses, clients are expected to pay for their
routine dental care utilizing their own resources. Because the cost of
treatment and care can cause serious financial problems, CGMA strongly
encourages clients to obtain adequate dental insurance for themselves and
their families, whether through government programs or through private
insurance coverage. In addition to the eligibility and assistance restrictions
above, the following applies to cases involving dental expenses:
Authorized Assistance: Assistance from CGMA will be limited to essential
services that are medically necessary and for emergency treatment, not for
routine or cosmetic dental expenses. Assistance may also be provided when
treatment is medically required and the dentist requires a down payment.
Assistance may be provided where, after careful planning and budgeting, and
after utilizing all available resources, a demonstrated financial need remains.
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Orthodontia: Assistance for orthodontic treatment may be provided only
when such treatment is required for medical reasons, not cosmetic reasons.
The client's budget must support a monthly payment to the orthodontist and
CGMA.
Long-Term Care: Assistance may be provided when long-term treatment is
needed to correct or prevent a serious physical handicap or disfigurement.
Assistance may also be provided when treatment involves a significant down
payment that the client cannot afford and the dentist requires the payment
before treatment may begin. Clients should be able to make payment
arrangements with the dentist for the remainder of the treatment.
e. Travel, Transportation and Incidental Expenses
Assistance may be provided for extra living expenses, including necessary
travel, meals, lodging, childcare and incidental expenses associated with an
emergency medical situation or treatment. Assistance may be provided when
the client or immediate family member is in the hospital, after returning home,
or when receiving treatment, including drug and alcohol rehabilitation, at a
distant facility. A doctor's statement is needed to verify the need for distant
care or to justify the travel of family members.
To minimize expenses when receiving treatment at a distant location, clients
are encouraged to use government facilities and private charitable
organizations, such as the Ronald McDonald House program, when available.
This assistance may be provided when a client has a demonstrated need for
financial assistance after other forms of assistance have been exhausted or
while waiting for reimbursement from the government, private insurance or
other sources.
Note: Active duty members and non-active duty members enrolled in TRICARE
Prime may be entitled to travel benefits under the TRICARE Prime Specialty
Care Travel Benefit Program.
See paragraph 3-C-2-c for additional information concerning emergency
travel.
f. Special Situations Requiring Board of Control Approval
When fully warranted, justified, and supported by the Representative and
Executive Director, the following types of well-documented cases may be
submitted to the Board of Control for consideration. The Board of Control
will consider each request on a case-by-case basis.
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Elective or Experimental Care: Elective or experimental care, as defined in
the TRICARE regulations.
Alternative Treatment: Clients who are eligible to receive treatment covered
by TRICARE, private insurance, government or military medical treatment
facilities, etc. and choose not to participate in their use, including:
Receiving treatment outside of the approved program
Choosing a nonparticipating provider over a participating provider
Turning down available care
Choosing a civilian facility over an available military or government
treatment facility
Choosing alternative treatment over conventional treatment
Traveling to a distant location in lieu of available local care
Vehicle Modifications and Purchasing Vehicles: Many federal, state and local
agencies, along with various charities and the major automobile manufactures
have programs for handicapped individuals. This may include assistance for
necessary modifications to, or the purchase or lease of, a vehicle for
handicapped individuals. Assistance may also be available for lift
modifications, transport vehicles, vehicle wheelchair lifts, and vehicle hand
control adaptations. If a client's needs have not been met by other sources,
CGMA assistance may be considered for these items when:
A doctor or other medical authority documents the need for the
required medical equipment
The item is not covered by TRICARE, private insurance or other
sources
The client has provided thorough information concerning other sources
they have researched prior to requesting assistance
The client has a documented need for assistance after all other
resources have been researched and utilized
Additional Situations: Requests for assistance for any of the following
situations are to be forwarded to the Board of Control for consideration prior
to providing assistance.
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Organ Transplants
Angel Flights
Major Transplant Surgeries
Costs to Donate Organs
Chronic or Long-Term Illness
Catastrophic Medical Expenses
g. Not Authorized
Except as previously discussed, requests for assistance for any of the
following items will not normally be considered for assistance:
Abortions
Cosmetic surgery or treatment
Infertility treatment
In-vitro fertilization (IVF)
Preventative care
Routine bills
Routine care
There will be times an exception to normal CGMA policy may be justified.
(See section 4-C for additional information concerning exceptions to CGMA
policy, prior to providing financial assistance.)
h. Special Considerations, Supporting Documentation, Summary
Due to the nature of medical and dental expenses, it is important that requests
are for medically required procedures, well documented, and all available
resources have been utilized prior to providing assistance from CGMA. These
requirements are not intended to make it more difficult for a client to receive
assistance, but are intended to make sure the client receives all available
assistance to help them with what may otherwise be overwhelming medical or
dental bills. It is important that the client understands that the completion of
the following items is necessary for Mutual Assistance to accurately and
properly determine the appropriate amount of assistance that may be provided.
Filing with TRICARE, Medicare, Insurance, and Other Sources:
Clients are to file claims with their own medical and dental providers prior to
requesting assistance from CGMA. This may include TRICARE, the
TRICARE Program for the Handicapped, TRICARE supplemental insurance,
other private insurance, Social Security, Medicare, other federal, state, local
and community sources, along with public and private charitable
organizations, and other sources as appropriate.
Prior to providing assistance, Representatives are to verify that the client has
submitted claims to their own medical and dental providers. In the case of
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military clients, Representatives are to check with their Health Benefit
Advisor (HBA) to make sure all government sources have been utilized and
alternatives exhausted. For other clients, Representatives are to check with
the appropriate insurance provider's administrator to verify all claims have
been processed and benefits determined. Representatives should also contact
the Family Advocacy Program, as appropriate, to insure all available
resources have been researched and utilized.
Note: In cases where TRICARE or private insurance providers have disapproved the
claim or paid substantially less than the full amount, Clients are to be advised
to appeal or resubmit their claim. This may include working with the HBA or
insurance provider and submitting any necessary documentation or
explanation necessary to reprocess the claim.
Requests for Waivers, Reductions of Costs, Humanitarian Boards:
Many hospitals and other service providers have procedures in place to assist
clients with large medical and dental expenses, where it appears the client
does not have the resources necessary to pay the entire amount of the bill.
This is particularly true at large hospitals, university hospitals and hospitals
associated with a charitable or religious organization. Many doctors and
clinics also provide relief to clients who are unable to pay the full amount for
services. As appropriate, Representatives are to advise the client to inquire
into the possibility of reducing or eliminating large expenses for services.
Note: Care and discretion must be used so as not to indicate that CGMA will be
willing to pay any outstanding bill on the client's behalf. The service
provider's decision to provide relief must be based on the client's ability to pay
the medical or dental bills using their own resources.
Supporting Documentation: In addition to items normally required when
requesting assistance (see paragraph 3-E-5 for additional information
concerning required documentation when requesting assistance), the client
must supply the following items:
A statement from a doctor or other medical authority attesting that the
services are medically required and essential for the health and welfare
of the individual
A copy of each applicable medical or dental statement and bill
An Explanation of Benefits (EOB) received from TRICARE or private
insurance companies for each statement or bill, showing the amount
claimed and the amount paid, along with the patient's responsibility
Copies of any denials or reduced benefits received from TRICARE,
private insurance companies, the government or other sources
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Copies of appeals, when required, along with the response from
TRICARE or private insurance companies
In cases where assistance is needed before the doctor will provide
treatment - a letter from the doctor or other medical authority
explaining the treatment, the estimated total amount and the amount
required to proceed
When travel is involved for treatment at a distant location - a doctor's
or other medical authority's statement to verify the need for distant
care or to justify the travel of family members
Client's statement as to all other sources they have researched, along
with any responses received from those sources indicating what, if
any, assistance they will provide or if they disapproved the request
Copies of any humanitarian requests made for waivers, reductions of
costs or elimination of expenses for services
Client's statements showing complete financial disclosure along with
other debt due to, or caused by, the medical or dental situation
i. Additional Guidance and Limits on Amount of Assistance Which May Be
Provided
The following guidance is to be used by Representatives when considering
medical and dental cases. Answering each of the following questions will
expedite case decisions.
Has the client exhausted all primary sources of medical and dental
coverage, such as TRICARE, supplemental insurance, private
insurance, military treatment facilities, etc?
Has it been determined if there are other providers that may be able to
provide assistance, including Social Security, Medicare, private
insurance, other nonprofit organizations (Easter Seals, Kidney
Foundation, United Way etc.)? If so, has the client applied, if not, why
not? This is especially important when long-term or permanent
treatment is required
Is the medical or dental expense due to the client's choice of care
facility? For example: the client chooses a nonparticipating civilian
provider instead of a TRICARE participating provider, or client
chooses a civilian facility instead of a military treatment facility
Is the medical or dental expense elective or experimental?
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Is the medical or dental expense a TRICARE or private insurance
covered benefit?
Does the member have other debt due to, or caused by, this medical
situation?
Assistance for medical and dental expenses will normally be in the form of a
loan. A grant, a combination of a loan and grant, or converting a loan into a
grant may be considered only when circumstances indicate that providing a
loan will offer little prospect of real help, and repaying a loan would result in
a serious financial hardship on the family. Full financial disclosure will be
required demonstrating the need for a grant vs. a loan.
Assistance for items covered by insurance or government reimbursement will
only be given as a loan until reimbursement has been received. Loans must be
repaid in full upon receipt of the reimbursement. Extended repayment over
several months is not authorized. Clients must be cautioned that repayment of
the CGMA loan will not be postponed indefinitely. When reimbursement
from other sources is not received within 90 days, the client will be expected
to repay the CGMA loan, either lump sum, provided the client can afford to
do so, or with monthly repayments within the client's ability to repay. In all
cases, repayment must start within three months following the receipt of the
assistance provided by CGMA.
Additionally, the Board of Control has established $30,000 for loans and
$15,000 for grants as a maximum cap of assistance that may be provided to
any client or family for medical or dental expenses.
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5. Housing Assistance
CGMA funds may be used to assist clients who have demonstrated a financial
need and wish to purchase, sell, or refinance a current or former primary
residence, or establish a household. Housing assistance may be provided to help
with settlement charges when purchasing, selling, or refinancing a home, or for
deposits when renting. Assistance may also be provided for the cost of
establishing utilities.
Recurring requests may indicate poor money management or that a more serious,
financial problem exists, indicating a need for long-term financial counseling and
budgeting assistance. (See paragraph 3-C-6 for additional information concerning
financial counseling and debt management.)
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
a. General
Certain eligibility and assistance restrictions apply to both closing cost and
rental assistance and are outlined below:
Housing assistance is intended to help clients establish, sell, or
refinance a home. Assistance for clients who are having trouble paying
expenses associated with maintaining their household (mortgage
payments, rent, utilities) should be considered under paragraph 3-C-3-i
Housing assistance may be provided when a financial hardship
remains after all government entitlements the client or family may be
entitled to have been utilized
Housing assistance is not to be provided to clients who have the ability
to pay for their housing needs using their own resources, but prefer to
use an interest-free loan from CGMA, while using their own funds for
other purposes. When appropriate, clients will be expected to pay for a
portion of the housing costs from their own resources, with CGMA
providing the remainder of needed funds
Housing assistance may not be provided to clients required to live in or
utilize government furnished quarters
Housing assistance may be provided up to 30 days in advance of
anticipated closing or move-in date
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Prior to providing assistance, Representatives must verify that the
client and immediate family members will or did occupy the housing
and that it is properly insured. This includes homeowners insurance
(generally required and verified by the mortgage company) for those
purchasing or refinancing and renters insurance for those renting.
CGMA will not normally provide assistance to obtain uninsured
housing, whether it is rented or purchased. (See paragraph 3-C-3-e for
additional information concerning insurance.)
Additional eligibility and assistance restrictions, specific to each type of
housing assistance, also apply and are included with the program description.
b. Closing Cost Assistance
Closing Cost assistance is intended to help Coast Guard personnel, who would
otherwise be unable to purchase a home, who wish to sell their house due to
poor market conditions, or who wish to refinance a mortgage on their home to
obtain lower interest rates or lower monthly payments. Closing cost assistance
can provide a loan to help pay for settlement charges (not down payment)
associated with purchasing or selling a primary residence, selling a former
primary residence, or refinancing a residence which is either their current or
former primary residence.
All requests for closing cost assistance, regardless of amount, must be
reviewed and approved or disapproved by the Executive Director. When all
required items have been received, the complete package, including a
recommendation from the local CGMA Representative, will be forwarded to
CGMA-HQ, in accordance with sections 4-B and 4-C. In no situation will
purchase assistance be given as a grant or exceed $6,000.00 to any client or
family.
In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-5-a, the following eligibility and assistance restrictions apply
when providing closing cost assistance.
Home Purchase: Assistance with settlement charges may be provided when
the client is purchasing a primary residence and has demonstrated financial
need.
Note: When determining if a client has a financial need for closing cost assistance,
consider all personal assets (cash, savings, money market accounts,
certificates of deposits, stocks and bonds, etc.) that the client has available to
assist them with obtaining, selling, or refinancing their primary residence.
CGMA recognizes that clients may need these assets to qualify for their home
and may use a portion of their assets for down payments and for necessary
expenses. To qualify for closing cost assistance clients are not expected to
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liquidate all of their reserve assets or long-term investments such as children's
college funds, IRAs etc. However, when appropriate funds are available,
clients are expected to pay for a portion of the settlement charges from their
own resources, with CGMA providing the remainder of needed funds. The
amount of assistance from CGMA cannot exceed the difference between the
client's available funds and total settlement charges.
Not Authorized: Closing cost assistance will not be provided to purchase
investment property, provide a down payment, or for escrow funds. The
client must be able to qualify for the purchase of the home without CGMA
funds. Anticipated funds from CGMA must not be used to qualify the client
for the purchase of the home (by showing the funds in the bank or as a
deposit).
CGMA will not provide mortgage funds, hold mortgages or accept homes or
titles to homes as collateral for a loan.
Types of Authorized Residences: Authorized residences may include single
family dwellings, detached houses, modular homes, mobile homes, or a
single-family unit of a townhouse, duplex or condominium, that the client and
their immediate family plan to buy and will occupy as their primary
residence.
Additional notes concerning mobile homes:
They must be of a type that will be permanently located at the site
They may be purchased with or without land
Settlement charges may include delivery, installation, skirting,
leveling, tie-down and other setup fees
Types of Residences Not Authorized: Travel trailers, recreational vehicles
(RV's), and houseboats do not qualify for assistance, even though they are
intended as the client's primary residence.
Purchase of Land: The purchase of land that does not include a residence as
described, is not authorized. Assistance for authorized settlement charges may
be provided to purchase land only when it is included in the price of building
a house or placing a mobile home on the land. Building or delivery must be
scheduled to start within 30 days.
Building vs. Buying: Assistance for authorized settlement charges may be
provided when building a house vs. buying an existing house. Assistance may
be provided upon closing and not in advance. It should be noted that in many
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cases, the builder will pay or have an allowance for settlement charges at no
cost to the client.
Clients Who Own another Residence: Assistance will not be authorized for a
client who owns another residence in the same local area as the new residence.
Assistance will not normally be authorized for a client who owns another
residence outside of the local area. Exceptions may be considered for a client
who has a residence in a distant location who has made, and continues to
make a good faith effort to sell the residence and who, at no fault of their own,
has been unable to do so due to market conditions. The client must provide
proof (real estate listings, contract with realtor, appraisal, etc.) that they are
actively marketing the property. Assistance will not be provided if the client
does not intend to sell their prior residence.
Sale of Residence - Expenses, Loss of Value: Assistance will be authorized to
assist a client with the expenses normally associated with the sale of a current
or former primary residence in cases where the client has made a good faith
effort to sell the residence but, was unable to sell the home at an amount that
would cover the closing costs, and the client does not have the ability to pay
these costs using their own resources. The client must provide proof (real
estate listings, contract with realtor, appraisal, original purchase amount,
improvements, etc.) that they actively marketed the property at a fair price and
must demonstrate a financial need for assistance. Assistance will be limited to
the amount actually needed by the client at the time of closing after the client
has exhausted all other resources.
Refinancing a Mortgage: Assistance will be authorized for a client who is
refinancing a mortgage on a primary residence and does not have the funds for
associated closing costs. Assistance will not normally be authorized for a
client who holds a mortgage for a residence outside of the local area.
Exceptions may be considered for a client who has a residence in a distant
location that was once their primary residence, and has made, and continues to
make a good faith effort to sell the residence and who, at no fault of their own,
has been unable to do so due to market conditions. The client must provide
proof (real estate listings, contract with realtor, appraisal, etc.) that they are
actively marketing the property. Assistance will not be provided if the client
does not intend to sell their prior residence. Closing cost assistance will not be
authorized for refinancing mortgages on investment properties.
Supporting Documentation: In addition to items normally required when
requesting assistance, the client must supply a copy of the settlement
statement (Closing Disclosure Form).
(See paragraph 3-E-5 for additional information concerning required
documentation when requesting assistance.)
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Note: The lender, builder or Mortgage Company must supply the buyer with a
Closing Disclosure Form prior to closing.
Authorized Settlement Charges: Assistance may be provided for settlement
charges that will actually be paid by the client, at closing, as indicated on the
Closing Disclosure Form. (See appendix C for a copy of a Closing Disclosure
Form.)
Closing cost assistance for settlement charges will be in the form of a loan.
Grants or a combination of a loan and grant will not be considered.
c. Rental Assistance
Rental assistance is intended to help clients obtain housing without undue
financial hardship. Assistance may be provided when the client has a
demonstrated financial need for assistance after all government entitlements
have been utilized.
In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-5-a, the following eligibility and assistance restrictions apply
when providing rental assistance to establish a residence.
Authorized Rental Assistance: Rental assistance may be provided in the
following situations:
The client is moving into a new area as the result of receiving
permanent change of station orders from the Coast Guard
The move is in the best interest of the client or family. This may
include financial, health, or safety reasons, or when an emergency
move is needed to get the client or family out of harm’s way
The family is enduring unacceptable living conditions due to fire,
flood, other natural disasters, or unhealthy or unsafe conditions
Due to the client's duty assignment, the family has decided to establish
a residence in a different location than the client
Rental assistance may also be considered in the following special situations:
Involuntary Move out of Government Quarters: Clients may be involuntarily
required to move out of government quarters for a variety of reasons,
including quarters no longer being available, quarters undergoing scheduled
rehab, leases that are not renewed or cancelled, loss of eligibility to occupy
quarters due to divorce, separation, loss of immediate family members or
misconduct.
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Clients are generally notified in advance that they will be required to vacate
government quarters and should expect and plan for the cost of moving.
Government allowances are generally available and authorized when a client
is involuntary required to move out of government quarters.
With the exception of clients who are involuntarily required to move out of
government quarters due to misconduct, assistance from CGMA may be
considered when the client has a demonstrated financial need for assistance
after all government entitlements, including BAH and advance BAH have
been utilized. This need may be due to higher than expected expenses for
rent, deposits, utilities, etc., or when there is an unexpected delay in receiving
allowances. (See paragraph 3-C-2-f when the client was unexpectedly
required to vacate government quarters due to fire or other disaster.)
When a client has been involuntarily required to move out of government
quarters due to misconduct, assistance must be limited to prevent privation of
the client's immediate family members, stabilize the situation and allow time
for social service support or other long-term arrangements. Command
involvement is required. Assistance will be limited to a one-time basis and
must contribute to resolving the problem
Voluntary Move out of Government Quarters: The cost of establishing a
household is an expense that must be anticipated and planned for. Clients
wishing to move out of government quarters should investigate and plan for
the cost involved before taking on the responsibilities of a new residence.
Clients must also request and be approved for all government entitlements and
allowances they may be authorized, including BAH and advance BAH prior to
moving out of government quarters or requesting assistance from CGMA.
Rental assistance from CGMA should be limited to unexpected costs or when
problems arise with establishing allowances previously requested and
authorized.
Newly Married - Establishing First Household: Although the cost of
establishing a household can be expensive, it is an expense that must be
anticipated and planned for. Clients should plan for the cost of establishing a
household before taking on these responsibilities. Military members should
also request all government entitlements and allowances they may be entitled
to, realizing that it might take time for the Coast Guard to recognize the new
family members and authorize housing allowances.
Assistance for newly married clients and those establishing their first
household, should be limited to situations where, after careful planning and
budgeting, a demonstrated financial need remains due to unexpected costs,
higher than expected moving expenses, or when there is an unexpected delay
or problem with establishing allowances previously requested and authorized.
Any aid provided must agree with a projected viable budget.
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Not Authorized: Rental assistance will not normally be provided for
convenience moves or, except as noted above, relocation to a new residence in
the same general area. Rental assistance will not be provided to aid a client in
breaking an existing lease or rental agreement.
Note: Due to potential problems, care must be exercised before providing rental
assistance to clients who must depend on roommates for expenses. If a
roommate moves out or fails to pay their share of expenses, limited one-time
assistance may be provided to allow time for the client to find a new
roommate or make other viable plans. (See paragraph 3-C-3-h for additional
information concerning recurring bills and expenses, including rent and
utilities.)
Supporting Documentation: In addition to items normally required when
requesting assistance, the client must supply a copy of the lease or rental
agreement showing required deposits, first and last month's rent and proof that
arrangements have been made to obtain renters insurance. (If written proof of
renters insurance is not available at the time assistance is provided,
Representatives are to indicate in the remarks block of the CGMA Form 52
that proof must be provided within 30 days.) (See paragraph 3-E-5 for
additional information concerning required documentation when requesting
assistance and paragraph 3-C-3-e for additional information concerning
insurance.)
Authorized Expenses: Assistance may be provided for first and last month's
rent and security deposits. Assistance may also be provided for required real-
estate brokerage fees, which may apply. Checks will normally be made
payable to the landlord or real estate firm.
Rental assistance will normally be in the form of a loan. Grants will not
normally be considered. A grant or a combination of a loan and a grant may
be considered only when there are unusual circumstances where providing a
loan offers little prospect of real help, and repaying a loan would result in a
serious financial hardship on the family. Full financial disclosure will be
required demonstrating the need for a grant vs. a loan.
Rental assistance will generally be provided to a client or family on a one-
time basis. Contact CGMA-HQ for cases that warrant exception to this
policy.
d. Utilities
When establishing a new residence, assistance may be provided for utility
(electric, gas, water, sewer), telephone, TV and cable deposits and installation
charges for clients who have a demonstrated need for assistance.
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In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-5-a, the following eligibility and assistance restrictions apply
when providing assistance for utilities when establishing a residence.
Client must supply proof of required deposits and installation costs
Checks will normally be made payable to the utility company
Assistance to establish utilities will normally be in the form of a loan. Grants
will not normally be considered. A grant or a combination of a loan and a
grant may be considered only when there are unusual circumstances where
providing a loan offers little prospect of real help, and repaying a loan would
result in a serious financial hardship on the family. Full financial disclosure
will be required demonstrating the need for a grant vs. a loan.
Assistance to establish utilities will generally be provided to a client or family
on a one-time basis. Contact CGMA-HQ for cases that warrant exception to
this policy.
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6. Financial and Housing Counseling and Debt Management Assistance
As a charitable organization, CGMA is usually willing to share the risk of
extending financial assistance to clients who are performing their Coast Guard
duties in a satisfactory manner and are unable to receive assistance from
commercial financial institutions. However, recurring requests for assistance may
indicate poor money management or that a more serious, financial problem exists,
indicating a need for long-term financial counseling and budgeting assistance.
Assistance under this section differs from assistance that may be provided for
recurring bills and expenses as discussed in paragraph 3-C-3-h, in that debt
management assistance focuses on long-term financial difficulty. Education and
training are combined with financial assistance to help the client get out of long-
term debt and remain debt free in the future.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
a. General
The purpose of financial and housing counseling and debt management
assistance is to help our clients become good managers of their personal
finances. To become good financial managers, they must first be able to meet
their financial obligations. To assist our clients in accomplishing these goals,
CGMA is willing to become a partner with the client by providing financial
and housing counseling services and, when needed, debt management
assistance.
Certain eligibility and assistance restrictions apply, and are outlined below.
b. Financial and Housing Counseling
Clients requesting assistance from CGMA often need more than financial
assistance to resolve their long-term financial problems. This is particularly
true when a client demonstrates long-term financial mismanagement.
Providing counseling and training to help the client change poor money
management skills is often a better solution. Learning personal money
management skills, such as establishing and living on a budget, using credit
wisely, managing a checkbook and being a smart consumer are intended to
provide long-term results that providing a loan or grant will not.
CGMA will help our clients receive professional, confidential, financial
planning and counseling. Any Coast Guard member or employee may contact
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their local CGMA Representative to obtain financial counseling. Individuals
need not apply for a loan to be eligible for this assistance.
Depending on the client's situation, the CGMA Representative may decide to:
Personally provide counseling
Direct the client to other sources within the Coast Guard for
counseling, including the various financial management programs
available through CG Work-Life
Direct the client to other government sources for counseling
Direct the client to a participating federal credit union for counseling
Direct the client to a National Foundation for Credit Counseling
(NFCC) Member Agency
Counseling may be used to determine the root or cause of the financial
problem, and what course of action should be taken to help the client achieve
the goal of meeting their financial obligations. This may or may not include
receiving financial assistance from CGMA.
Bankruptcy: Representatives are cautioned not to discuss or recommend
filing bankruptcy with a client. The decision to file bankruptcy is one that
should be made by the client following professional credit counseling and
after receiving proper legal advice concerning the options and repercussions
of filing bankruptcy. Assistance will not normally be provided to assist a
client with filing for bankruptcy.
Referrals for Commercial Financial Counseling: CGMA-HQ has established
an agreement with the National Foundation for Credit Counseling (NFCC),
for financial counseling services provided by their member agencies, the
majority of which are known as Consumer Credit Counseling Services
(CCCS). Details may be found in the CGMA/NFCC Agreement (CGMA
Form 22).
If a Representative feels that the client would be better served by a
commercial financial counselor in lieu of those services available within the
Coast Guard or other government agencies, they may send the client to an
NFCC Member Agency.
Financial and Housing Counseling services may include:
Budget and Financial Counseling including Debt Management
assistance
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Pre-Filing Bankruptcy Counseling
Pre-Discharge Bankruptcy Education
Pre-Purchase Housing Counseling
Post-Purchase Housing Counseling
Loss Mitigation/Foreclosure Prevention Counseling
To find the NFCC Member Agency nearest you, call: 1-800-388-2227 for 24
hour automated office listings, or click on the appropriate Link from the
CGMA website.
Arranging Commercial Financial Counseling: When the determination has
been made to refer a client to a local NFCC Member Agency for counseling
services, the CGMA Representative will assist the client by:
Contacting the local agency counselor to discuss the situation and
CGMA’s Polices
Arranging for the first appointment
Preparing the CGMA Letter of Introduction (CGMA Form 22a) and
sending it with the client to the first appointment, along with:
o A copy of the CGMA/NFCC agreement (CGMA Form 22)
o The Counselor Recommendation Form (CGMA Form 22b)
Note: In cases where it appears that financial assistance from CGMA will be
requested following budgeting and counseling, the following information
must be made clear to the client and counselor. Financial assistance must be
limited to the minimum amount of assistance that will allow the client to
enter the agency’s Debt Management Program. Recommendations for full
debt consolidation or assistance to avoid normal interest payments will not be
accepted. CGMA will make the final decision as to what, if any, financial
assistance will be provided based on the counselor's recommendation, other
documentation and CGMA’s policies and guidelines.
Fees: When CGMA refers a client to a NFCC Member Agency, CGMA will
normally be willing to pay fees associated with this service in accordance with
the CGMA/NFCC Agreement (CGMA Form 22).
When the client has been referred to them by CGMA, the agency should not
charge or bill the client. If the agency used is going to charge for their
services, they are to be advised to send an invoice with the client's name, SSN,
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date of service provided, description of services and the amount charged, to
CGMA-HQ. CGMA-HQ will reimburse the agency directly. In cases where
the agency cannot or will not bill CGMA-HQ directly, client reimbursement
will be considered.
When a client takes it upon themselves to utilize professional counseling from
an NFCC Member Agency or utilize another counseling organization they are
to be counseled that they will be required to pay any fees imposed by the
organization. After paying the fees, they may request reimbursement from
CGMA, by submitting a written request for reimbursement along with their
receipts from the agency to CGMA-HQ. CGMA will reimburse the
associated fees, not to exceed what CGMA would have paid under the
CGMA/NFCC agreement, provided the organization and counseling provided
meet all requirements of this section.
CGMA Representatives are not authorized to issue a local check to reimburse
the agency or client for such fees.
c. Debt Management Assistance
If, after receiving financial counseling services, it is determined that financial
assistance is needed from CGMA, clients may apply for debt management
assistance.
Authorized Assistance: All requests for debt management assistance,
regardless of amount, must be reviewed and approved or disapproved by the
Executive Director. When all required items have been received, the
complete package, including a recommendation from the local CGMA
Representative, will be forwarded to CGMA-HQ, in accordance with sections
4-B and 4-C for review and processing.
Supporting Documentation: In addition to items normally required when
requesting assistance, the client must supply the following items. Counselors
are expected to assist the client in providing these items as necessary. (See
paragraph 3-E-5 for additional information concerning required
documentation when requesting assistance.)
Copies of all bills and expenses
A copy of the budget established for the client
A statement concerning the client’s willingness to participate in their
Debt Management Program
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A Counselor Recommendation Form (CGMA Form 22b) indicating
the minimum amount of assistance that will allow the client to meet
their own financial obligations while participating in the agency’s
Debt Management Program. Recommendations for full debt
consolidation or to avoid normal interest payments will not be
accepted
Command Participation: Command participation is an essential component of
debt management assistance. Commands will be expected to monitor the
client's progress toward financial responsibility and stability and assist where
appropriate. Command involvement should extend throughout the course of
financial counseling and, if a CGMA debt management assistance loan is
provided, continue through the repayment period.
The Executive Director will process requests based on the Representative’s
recommendation and the following guidelines. CGMA is not bound by the
counselor's recommendations.
Debt management assistance must be limited to the minimum amount
of assistance that will allow the client to enter a Debt Management
Program with a National Foundation for Credit Counseling (NFCC)
Member Agency or a similar program through another financial
management agency
Assistance may be provided when clients are faced with exceptional
financial circumstances and unable to receive financial assistance from
commercial institutions
Clients receiving financial assistance from CGMA for debt
management will be required to participate in financial counseling
prior to receiving assistance and will be required to remain in a Debt
Management Program until their CGMA loan is repaid. One or two
token visits to a counselor are not acceptable. The client must
demonstrate they are committed to working on getting out of debt
Assistance under this section will not be given to clients who
mismanage by choice, have out of control spending, fail to heed
advice, or fail to make efforts necessary to correct continuing
problems
While assistance will not be given to a client to avoid normal interest
payments, assistance may be considered to reduce the final cost to the
client who is being charged outrageous interest rates
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If a client does not qualify to participate in a Debt Management
Program, assistance from CGMA will be limited to paying the fees for
budgeting and counseling services. Assistance may be considered
under other sections provided the client meets all qualifying factors for
assistance under those sections
Providing financial assistance to pay all of a client's outstanding debt,
i.e. full debt consolidation, is not authorized
Debt management assistance will normally be in the form of a loan. Grants
will not normally be considered. A grant or a combination of a loan and a
grant may be considered only when there are unusual circumstances where
providing a loan offers little prospect of real help, and repaying a loan would
result in a serious financial hardship on the family. Full financial disclosure
will be required demonstrating the need for a grant vs. a loan. In no situation
will the total amount of debt management assistance (loan and/or grant)
exceed $6,000.00 to any client or family without Board of Control approval.
Debt management assistance will generally be provided to a client or family
on a one-time basis. Contact CGMA-HQ for cases that warrant exception to
this provision.
There will be times an exception to normal CGMA policy may be justified.
(See section 4-C for additional information concerning exceptions to CGMA
policy, prior to providing financial assistance.)
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7. Education Programs
Through the years, Coast Guard Mutual Assistance (CGMA) clientele has
informed the CGMA Board of Control that education assistance is a high priority
for their families and themselves. CGMA has developed several education
programs to help clients and their families financially meet their educational
goals. These programs are intended to foster long-term financial well being by
helping Coast Guard families pursue their academic goals through post-secondary
education and include:
Education Grants (not currently funded)
Supplemental Education Grants (SEG)
Stafford/PLUS Loan Fee Reimbursement
CGMA Education Loans
Because of the diverse makeup of CGMA’s clients, and the diverse circumstances
faced by each segment of the membership, each program has unique eligibility
and program requirements. Additional eligibility criteria, financial need and
repayment levels specific to each program, is included in subsequent sections
discussing that program. These items should be carefully reviewed prior to
providing assistance.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
Certain eligibility and assistance restrictions apply, and are outlined below.
a. General
The following apply to all CGMA education programs:
All CGMA Clients refers to all active duty and retired Coast Guard military
personnel, members of the Coast Guard Selected Reserve, retirement eligible
members of the IRR, Coast Guard civilian employees, Coast Guard Auxiliary
members, and Public Health Service Officers serving with the Coast Guard.
Eligible Family Members include the CGMA client's spouse and children
under 23 years of age who are unmarried, non-service members, and
dependent upon the CGMA client for over half of their support.
Individuals may be eligible to receive education assistance under more than
one CGMA program simultaneously. CGMA clients who are currently
delinquent in repaying any CGMA loan or appear on the CGMA Restricted
List are not eligible for assistance.
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Exceptions to education programs will not normally be made without the
approval of the Board of Control.
The CGMA Executive Director must be contacted for approval before
assistance may be provided to retirement eligible members of the IRR. (See
paragraph 2-D-2 for CGMA-HQ contact information).
Additional eligibility and assistance restrictions, specific to each education
program, also apply and are included with the program description.
b. Education Grants
Due to funding limitation, this program has been suspended.
c. Supplemental Education Grants (SEG)
General: The purpose of CGMA Supplemental Education Grants (SEG) is to
provide financial assistance to members of the Coast Guard family by
reimbursing them for certain costs associated with seeking a college degree, a
Vocational and Technical Training (VoTech) certificate, or a General
Equivalency Diploma (GED), otherwise not covered by Coast Guard Tuition
Assistance or similar programs. These grants are non-need based.
In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-7-a, the following eligibility and assistance restrictions apply to
the Supplemental Education Grants:
Eligibility: All CGMA clients on behalf of themselves or their eligible family
members. Additionally, the student must be:
Enrolled in a college or university undergraduate or postgraduate
degree program
Pursuing a multicourse vocational technical training program approved
by the Department of Veterans Affairs or Department of Education,
and designed to prepare the student for entry into a career field
Seeking General Equivalency Diploma (GED)
Completing a correspondence course that is part of a college or
university degree program or VoTech certificate program
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The following eligibility requirements also apply:
Assistance is not authorized for costs associated with preparatory
courses, licenses (maritime, real estate, AC&R, etc.), or certification
courses (computer, maritime, law, medical, etc.)
Eligibility to participate in this program will be based on the CGMA
client's and the student’s status as of the first day of the course for
which this SEG is being provided
Qualifying Expenses: The costs of all normal fees, books, study guides,
supplies, equipment and other documented educational costs (including tax
and/or shipping) directly related to the course of study may be reimbursed.
Reimbursable items specifically required by the course of study may include,
but are not limited to:
Enrollment fees ● Lab fees ● Activity fees
Registration fees ● Graduation fees ● Audio-Visual tapes
Lab books ● Workbooks ● Scientific calculator
Art supplies ● Graphing calculators
Textbooks (including rental and electronic publications)
Study guides (CLEP, DANTES, GED, etc.)
Computer software (non-general purpose)
Technology/Online Access Fee
Excluded Items: NON-reimbursable items include:
Tuition ● Transportation ● Parking
Food ● Field trips ● Child-care
The cost of tests or exams
Normal school supplies (paper, pencils, and notebooks)
Computers and general purpose software (such as operating systems,
spreadsheets, etc.)
Also not reimbursable are any items covered by other funding sources such as
Coast Guard Tuition Assistance (CGTA), Coast Guard Foundation programs,
or other similar programs inside or outside of the Coast Guard; or any item
where reimbursement is not made within 1 year from the date of payment.
Note: Some schools charge a "multi-tech" or other flat fee that could include both
reimbursable and non-reimbursable items (see above). Documentation
provided by the client must identify the reimbursable items and the costs for
those items. Contact the CGMA-HQ Administrative Assistant or the Director
of Administration for additional information. (See paragraph 2-D-2 for
CGMA-HQ contact information.)
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Grant Amount: The Board of Control determines the number and the dollar
value of the grants each fiscal year. Determining factors include the amount
of contributions received, the return on investments, and the trend of overall
CGMA assistance provided each year.
Information concerning grants available each year under this program will be
announced in Board of Control Minutes. Information is also available on the
CGMA-HQ website (www.cgmahq.org) or by contacting CGMA-HQ.
Up to $500 in SEG grants may be issued per CGMA client, per
calendar year. In a family where there are two eligible CGMA clients,
grants of up to $500 may be provided to each CGMA client on behalf
of the students within that family, so long as not more than $500 per
calendar year is provided on behalf of any one student
Multiple grants may be given to an individual at different times during
the calendar year, with the aggregate amount of these grants not to
exceed $500 per individual, per calendar year
All SEG grants will be applied to the current calendar year, regardless
of when costs were incurred
Caution must be taken to ensure that no individual or family receives
SEG grants exceeding authorized limits. Any individual or family
receiving SEG grants exceeding the grant limits in a calendar year,
whether the client or CGMA causes the error, will be expected to
repay the excess amount
SEG availability is subject to annual funding level changes; grants will
be awarded on a first come, first serve basis
Application Procedures: Requests for a Supplemental Education Grant must
be received and processed within 12 months from the date of payment for a
qualified item.
To request a Supplemental Education Grant, the CGMA client must:
Complete all sections of the Application for CGMA Supplemental
Education Grant (SEG), (CGMA Form 10)
Attach a copy of the student’s proof of enrollment, such as a copy of
the Command Approved Off-Duty Tuition Assistance Form (CG-
4147), a certificate of enrollment with current courses listed, or a letter
from the Registrar’s Office
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Attach a legible copy (front and back) of the client’s valid Coast Guard
ID card. (Needed when the application is being mailed to the
Representative)
Attach the student’s dated receipts for each item of reimbursement.
Internet copy is acceptable. A signed statement is acceptable where
the book purchase is from another person
Submit the application and attachments to a CGMA Representative.
Approval and Processing: Upon receipt of a properly completed application,
CGMA Representatives may approve SEG grant requests for qualified
expenses, provided:
All requirements of the program have been met
The total amount of SEG grants received by the client or client’s
family does not exceed $500 per calendar year ($1,000 per family
where there are two eligible CGMA clients)
Reimbursement for authorized items will be made within 12 months of
the date of payment
The CGMA-CMP program is to be used to record the SEG grant and issue a
check to the client. Representatives are authorized to disburse SEG grants
using the CGMA-CMP program only (handwritten SEG checks are not
authorized). (See appendix E for detailed information concerning the CGMA-
CMP program.)
The CGMA Executive Director must be contacted for approval before SEG
grants may be provided to retirement eligible members of the IRR. (See
paragraph 2-D-2 for CGMA-HQ contact information.)
See section 4-B for additional information concerning loan and grant approval
authority and guidelines.
Note: Failure to submit the Application for CGMA Supplemental Education Grant
(SEG), (CGMA Form 10) within 12 months from the date of purchase will
prevent reimbursement.
Receipts: The Representative will keep a copy of the receipts with the client’s
application after processing.
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d. Stafford/PLUS Loan Fee Reimbursement
General: CGMA offers help to clients and their families who finance post-
secondary education through the Federal Stafford Loan or the Federal Parent
Loans for Undergraduate Students (PLUS) Program, by reimbursing loan fees
charged the borrower, not to exceed 4% of the loan amount. The lender
ordinarily deducts this fee from the loan disbursement check. After
confirming use of the loan, CGMA-HQ will reimburse the dollar amount of
the loan fee to the client.
In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-7-a, the following eligibility and assistance restrictions apply to
the Supplemental Education Grants:
Eligibility:
Federal Stafford Loan: All CGMA clients, on behalf of themselves or
their eligible family members. The student must be enrolled at least
half-time in a participating post-secondary educational institution
Federal PLUS Loan: All CGMA clients who have dependent
undergraduate children (unmarried children who are under 23 years of
age and dependent upon the CGMA client for over half of their
support) enrolled at least half-time in a participating post secondary-
educational institution
Participating Educational Institutions: Include most two-year and
four-year colleges and universities, graduate and professional
institutions and many vocational/technical schools
Eligibility is based on the CGMA client's and the student’s status, as of
the first day of the course for which assistance is being requested
Qualifying Expenses: The loan fee typically charged the borrower when
obtaining a Federal Stafford Loan or Federal Parent Loan for Undergraduate
Students (PLUS), not to exceed 4% of the loan amount. The lender ordinarily
deducts this fee when the disbursement check is issued.
Initiating a Federal Stafford or PLUS Loan:
Stafford and PLUS loans are made through the William D. Ford Federal
Direct Loan Program. Under this Program, money is borrowed directly from
the federal government.
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To obtain a Federal Stafford or PLUS loan, the applicant must follow the
guidelines on the Web at https://studentaid.ed.gov/sa/types/loans or call the
Federal Student Aid Information Center (FSAIC) at 1-800-433-3243.
When a Stafford or PLUS loan is approved and funds are transferred to the
school, the Department of Education will send a Direct Loan Disclosure
Statement showing, among other things, the principal amount of the loan and
the loan fee. The client must retain this notice to obtain a loan fee
reimbursement from CGMA.
For more information or questions concerning Federal Student Loans,
including the Federal Stafford Loan Program, the Parent Loans for
Undergraduate Students (PLUS) Program, the Federal Direct Loan Program,
Master Promissory Notes, current interest rates, maximum loan amount
allowed and loan balances, contact the school's Financial Aid Office, call the
U.S. Department of Education Federal Student Aid Center at 1-800-433-3243
(TTY users dial 1-800-730-8913), or visit their website
(https://studentaid.ed.gov/sa/types/loans).
Application Procedures: Applicants may apply for reimbursement of the loan
fee at the end of each academic term for which a Stafford or PLUS loan was
disbursed to the student's account. Reimbursement applications must be
submitted within 12 months after the date the loan funds are disbursed.
To request a Stafford/PLUS Loan Fee Reimbursement, the CGMA client
must:
Complete an Application for Stafford/PLUS Loan Fee Reimbursement
(CGMA Form 8)
Attach a copy of the Direct Loan Disclosure Statement received from
the Department of Education with the Loan Fee Amount listed
Attach an account statement received or obtained from the school at
the end of the academic term, showing deposits to the student's school
account for that term. (To be valid, the school account statement must
be dated later than 14 days after the school sends the mandatory
written notice that they have credited the student's account with the
Stafford or PLUS funds)
Attach a legible copy (front and back) of the client’s valid Coast Guard
ID card
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After making a copy of all documents for their records, the client is to
mail or send a facsimile of the completed packages to CGMA-HQ for
processing. (See paragraph 2-D-2 for CGMA-HQ contact
information.)
Approval and Processing: Upon receipt of an application package,
CGMA-HQ:
Will verify that the client is not delinquent in repaying any CGMA
loan or does not appear on the CGMA Restricted List
After confirming the use of the Stafford or PLUS loan, CGMA-HQ
will issue a CGMA check to reimburse the client for the dollar amount
of the loan fee paid
Note: Failure to submit the Application for Stafford/PLUS Loan Fee
Reimbursement (CGMA Form 8) within 12 months after the date the loan
funds are disbursed will prevent reimbursement.
e. CGMA Education Loans
General: The purpose of the CGMA Education Loan program is to help
members of the Coast Guard family meet their educational goals by providing
an interest free loan for educational expenses not covered by funds from other
sources, such as Coast Guard Tuition Assistance, the GI bill, scholarships,
Federal Student loans, 529 savings plan, etc.
In addition to those eligibility and assistance restrictions indicated in
paragraph 3-C-7-a, the following eligibility and assistance restrictions apply to
the CGMA Education Loan:
Eligibility: All CGMA clients on behalf of themselves or their eligible family
members. Additionally, the student must be:
Enrolled in an associate, bachelor, or graduate degree program at a
regionally or nationally accredited college or university or in a
Department of Veterans Affairs or Department of Education approved
vocational technical training (VoTech) program
Eligibility to participate in this program will be based on the CGMA
client's and the student’s status as of the first day of the course for
which assistance is requested
Assistance may not be provided to a client who is currently delinquent in
repaying any CGMA loan or who is on the CGMA Restricted List.
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Qualifying Expenses: The costs of all normal tuition, fees, books, study
guides, supplies, equipment and other documented educational costs directly
related to the course of study may be included in the spending plan.
Transportation expenses are limited to parking and tolls. “Other expenses”
may not include computers, general purpose software (such as operating
systems, spreadsheets, etc.), meals, lodging, childcare, or paying off existing
student loans.
Loan Amount: A loan (grants are not authorized) of up to $3,000 may be
provided to eligible clients whose spending plan shows education expenses
that exceed funding from other sources.
Application Procedures:
To request a CGMA Education Loan, the CGMA client must:
Complete all sections of the CGMA Application for Education Loan
(CGMA Form 11), including the spending plan in Section C
Attach a copy of the student’s proof of enrollment, such as a certificate
of enrollment or a letter from the Registrar’s Office identifying the
student
Attach copies of documents supporting the spending plan estimates in
Section C of CGMA Form 11
Attach a legible copy (front and back) of the client’s valid Coast Guard
ID card (Needed when the application is being faxed or mailed to the
Representative)
Submit the application and attachments to a CGMA Representative
Approval and Processing: After ensuring the loan application, including the
spending plan in section C, is complete and sufficiently documented, CGMA
Representatives may approve CGMA Education Loans, provided:
All requirements of the program have been met
The total amount of the loan does not exceed $3,000
The total amount of the loan does not exceed the difference between
expenses and funding from other sources as identified in the spending
plan
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See section 4-B for additional information concerning loan and grant approval
authority and guidelines.
Repayment: Establish loan repayment in accordance with Section 5-B.
f. Forms
Unique application request forms have been developed to apply for assistance
under the following education programs:
Application for CGMA Stafford/PLUS Loan Fee Reimbursement
(CGMA Form 8)
Application for CGMA Supplemental Education Grant (SEG) (CGMA
Form 10)
CGMA Application for Education Loan (CGMA Form 11)
In addition to being available in appendix C of this manual, these forms are
also available to download from the CGMA-HQ website (www.cgmahq.org).
Forms are also available by contacting the CGMA-HQ Administrative
Assistant or the Director of Administration. (See paragraph 2-D-2 for
CGMA-HQ contact information.)
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8. Layette Program
The Coast Guard Mutual Assistance Layette Program is designed to provide baby
supplies and useful information to CGMA clients and their families for the birth
or adoption of an infant child.
Coast Guard Mutual Assistance will provide a layette package directly to the
families of members of the Coast Guard community who meet the eligibility
criteria indicated below.
Arrangements have also been made for a layette package to be provided to Coast
Guard active duty personnel attending an Air Force Aid Society's (AFAS)
"Bundles for Babies" class or a Navy-Marine Corps Relief Society’s (NMCRS)
“Budget for Babies” class.
a. General
The layette package (containing a receiving blanket, accessories and other
items for a newborn child) is a gift from Coast Guard Mutual Assistance. In
the case of multiple births (or adoptions) a layette package will be provided
for each child.
Layettes will be provided on a first come, first serve basis, limited to annual
funding levels.
A client may receive a layette from CGMA, AFAS or NMCRS, but not from
more than one source. (Clients eligible to receive a layette from more than
one source must choose which layette they would like to receive.) If a client
erroneously receives a layette that they are not entitled to, they will be
expected to reimburse CGMA for the cost of the layette received in error,
whether the client, AFAS, NMCRS, or CGMA is the cause of the error.
Requests for a layette package must be received and processed within three
months before or six months following the birth of the child or children.
b. Eligibility
CGMA Layette: All active duty and retired Coast Guard military personnel,
members of the Coast Guard Selected Reserve, retirement eligible members of
the IRR, Coast Guard civilian employees, Coast Guard Auxiliary members,
and Public Health Service Officers serving with the Coast Guard are eligible
to receive a layette directly from CGMA under this program.
AFAS or NMCRS Layette: Active Duty members of any rank may receive a
layette by attending an Air Force Aid Society's (AFAS) "Bundles for Babies"
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class or a Navy-Marine Corps Relief Society’s (NMCRS) “Budget for Babies”
class.
Children: Layettes are intended for dependent children of the CGMA client,
within three months before or six months of their birth. This includes natural
or adopted children, as well as stepchildren.
CGMA clients who are currently delinquent in repaying any CGMA loan or
appear on the CGMA Restricted List are not eligible for assistance.
c. Procedures - CGMA Layette
Client: To request a CGMA layette package, eligible CGMA clients must
complete the Application for CGMA Layette (CGMA Form 7 and send it to
CGMA-HQ:
E-mail the forms to [email protected]
Fax them to 703-875-0344
Mail to Coast Guard Mutual Assistance, 1005 N. Glebe Road, Suite
220, Arlington, VA 22201
CGMA-HQ: Upon receipt of the Form 7 and identification requirement,
CGMA-HQ will:
Mail the layette directly to the client. The package will normally be
shipped within 1 business day and should arrive within 5 business days
Maintain a database to prevent duplicate layettes from being provided
to a client
d. Procedures - AFAS or NMCRS Layette
Client: To attend an AFAS "Bundles for Babies" class or a NMCRS “Budget
for Babies” class and receive a layette package upon the completion of the
class, eligible Coast Guard active duty members must:
Contact the AFAS (www.afas.org) or NMCRS (www.nmcrs.org) for
assistance in determining where and when classes will be held, and to
register to attend. They need not apply through CGMA to attend the
class
Attend and complete the class
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AFAS or NMCRS: Upon completion of the AFAS "Bundles for Babies" class
or the NMCRS “Budget for Babies” class the AFAS or NMCRS, will:
Provide a layette directly to Coast Guard active duty members
completing the class in the same manner as they do their own members
Bill CGMA-HQ for the cost of the layette provided to Coast Guard
active duty members in accordance with the Memorandum of
Understanding (MOU) established for this purpose
CGMA-HQ: Upon receipt of an AFAS or NMCRS invoice, CGMA-HQ will:
Reimburse the society for the layette provided to CGMA clients
Maintain a database to prevent duplicate layettes from being provided
to a client
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9. Adoption Assistance
a. Adoption Loan:
A CGMA Adoption Loan may be provided to any eligible CGMA client who
is incurring expenses related to the legal adoption of a child when the client
does not have all of the funds necessary to proceed with the adoption process.
Qualified adoption expenses are those reasonable and necessary expenses
directly related to, and for the principal purpose of, the legal adoption of an
eligible child.
Qualified adoption expenses may include:
Adoption fees
Attorney fees
Court costs
Required home inspection cost
Travel expenses (including meals and lodging) while away from home,
and
Re-adoption expenses relating to the adoption of a foreign child
Qualified adoption expenses do not include expenses:
For which you received funds under any state, local, or federal
program
That violate state or federal law
For carrying out a surrogate parenting arrangement
Paid or reimbursed by your employer or any other person or
organization
Assistance from CGMA will be in the form of a loan not to exceed $6,000,
with a maximum repayment period of 60 months. Grants or combination of a
loan and grant will not be considered.
Repayment will begin the month after assistance has been provided.
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b. CGMA Adoption Grant:
The purpose of the CGMA Adoption Grant is to provide financial assistance
to those who are in the process of legally adopting a child by reimbursing, up
to a maximum of $3,000, the cost of the home study directly related to the
adoption.
The Adoption Grant is open to all eligible CGMA clients. Only one grant is
authorized per adoption, whether one or both potential parents are CGMA
clients. Additional adoptions would warrant additional Adoption Grants.
The CGMA Executive Director is the approving authority for all CGMA
Adoption Grants. The Adoption Grant may not exceed the cost of the home
study or $3,000, whichever is less. Applications for the Adoption Grant must
be submitted within one year after incurring the Home Study expense
To request an Adoption Grant, the CGMA client must:
Complete and sign the Application for Assistance (CGMA Form 5)
Attach Documentation to substantiate that the home study was
conducted (The full home study report is not required. An invoice
from the agency that conducted the home study or the last page of the
home study report with signatures may serve this purpose.)
Attach proof of payment (e.g. receipt or cancelled check)
Submit the application and attachments to a CGMA Representative
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10. Special Needs Grant
The purpose of the CGMA Special Needs Grant is to provide financial assistance
to Active Duty CGMA clients who are faced with increased financial
requirements because they have dependents with special needs.
The CGMA Special Needs Grant is open to Regular Coast Guard active duty
members and Coast Guard Reserve members on active duty for 181 days or more
who have dependents registered in the Coast Guard Special Needs Program. The
grant may not exceed the documented costs of the special needs service or
resources, and is limited to a cumulative total of $3,000 per CGMA client.
When the costs are not covered by other sources, assistance under this program
may be provided for:
Fees for specialized activities such as camps, clubs, sporting leagues. This
includes fees for siblings where siblings of special needs children are part
of the intended target audience
The cost of adaptive equipment—items such as heavy duty strollers,
wheelchairs, shoes, cranial helmets, etc.
The cost of other resources designed to meet special needs, such as
Assistive Technology Devices (communication devices, hearing aids, etc.)
or specialized computer software
Membership fees to organizations that provide special needs services
Note: financial support is available through other CGMA programs for coverage
gaps while awaiting authorization for TRICARE Applied behavioral analysis
(ABA) or Extended Care Health Option (ECHO) programs. The Special Needs
Grant is not authorized for these programs.
The CGMA Executive Director is the approving authority for all CGMA Special
Needs Grants. Clients requesting this grant must submit, via a CGMA
Representative, a completed Application for Assistance (CGMA Form 5), along
with receipts or other suitable documents showing the costs of qualifying goods or
services.
Applications for the CGMA Special Needs Grant must be submitted within one
year after incurring the expense.
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D. Unauthorized Items
As discussed in chapter 1, Coast Guard Mutual Assistance is incorporated in the
Commonwealth of Virginia and is recognized by the Internal Revenue Service as a
501(c)(3) tax exempt, non-profit, charitable organization. As such, CGMA funds
must be used for "Purposes" as outlined in Article II of the CGMA Articles of
Incorporation and Article III of the CGMA Bylaws.
To this end, the Board of Control has taken much time and effort to establish policies
and procedures in compliance with these regulations that will meet the valid, verified,
and genuine need of our clients and their immediate family. The authorized purposes
for which assistance may be provided are discussed throughout this chapter.
To insure uniformity of treatment and fairness to all clients, certain limitations have
been established where assistance is not normally permitted and are listed below.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified.
CGMA funds will not normally be provided for the following items:
Assistance to groups or organizations
Avoiding normal interest
Business ventures or investments
Cost of marriages
Costs resulting from disciplinary action including, civilian and military court
fees, fines, judgments, liens, bail, or legal fees
Debt Consolidation
Education expenses including, tuition, room and board, books and supplies,
etc. (except as authorized in paragraph 3-C-7)
Elective medical procedures, including abortions
Gambling debt
Investment losses
Items of convenience, comfort, luxury or want
Legal expenses, including fees for divorce, child custody, or other domestic
disputes
Long-term, continuing or frequent use of assistance
Loss on the sale of a home
Maintaining a standard of living beyond the means of the client
Moves within the same local community (except as authorized in paragraph 3-
C-3-o)
Nonessential items or expenses
Ordinary leave, liberty or vacation
Paying personal income or property tax
Reimbursing losses caused by Government misinformation
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Rental, lease or purchase of a privately owned vehicle including, taxes,
registration or insurance (except as authorized in paragraph 3-C-3-d)
Repaying loans to family members or friends
Resolving financial difficulties to qualify for or obtain a security clearance
Exception to policy should be requested whenever it is considered in the best interest
of both the client and CGMA. On a case-by-case basis, the Executive Director and
the Board of Control may consider cases that warrant exception to this policy. (See
section 4-C for additional information concerning exceptions to CGMA policy.)
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E. Applying for Assistance
1. General
Any eligible person may request assistance from CGMA by contacting a CGMA
Representative and completing the appropriate application for assistance. Coast
Guard service personnel may also contact one of the other Military Aid Societies
or the American Red Cross for emergency assistance when they are unable to
apply through CGMA. Generally the CGMA client will apply for assistance for
themselves or for their family members. However, when the client is not
available, family members may apply. (See section 3-B for eligibility definitions,
terms and restrictions.)
Applicants requesting assistance will be expected to bring proper identification,
leave and earning statements, other income and expense information, and full
supporting documentation justifying their need for assistance. In most cases,
applicants will also be expected to complete a detailed budget when requesting
assistance.
Coast Guard Mutual Assistance has a strong fiduciary responsibility to those who
contribute to CGMA and to regulatory agencies to ensure that all assistance is
given in accordance with CGMA policy. Part of that policy requires that prior to
providing assistance, each case must be accurately and thoroughly reviewed,
verified and justified. The application form should be fully completed and each
case must contain thorough supporting documentation to demonstrate the client's
need and support the amount of assistance requested.
These requirements are intended to aid CGMA in identifying and assisting
eligible applicants who have a genuine need. They are not intended to place an
undue burden on applicants or discourage applicants from requesting assistance.
2. Applications
The CGMA Application for Assistance (CGMA Form 5) has been established as
the primary document to request assistance from CGMA. This form will be used
to request all types of assistance, except for Quick Loans, certain education
programs, requesting financial counseling, obtaining a layette, when applying for
emergency assistance through another Military Aid Society or the American Red
Cross, or in certain disaster response situations.
See paragraph 3-F for information on Quick Loans
See paragraph 3-C-7-f to determine the appropriate application specific to
each education program
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See paragraph 3-C-3-i for additional information concerning requests for
financial counseling
See paragraph 3-C-8 for additional information concerning obtaining a
Layette
See section 4-E for additional information regarding requests for
emergency assistance through another Military Aid Society or the
American Red Cross
Regardless of the form used, the applicant is to read, thoroughly complete and
sign the application for assistance. If there is insufficient space on the
application, additional pages may be attached, as needed, to provide complete
information. The completed signed application, along with endorsements and
supporting documents, will form the basis for determining if assistance may be
provided.
Forms are also available for downloading from the CGMA web site at
(www.cgmahq.org).
3. Applicant's Statement
At a minimum, the applicant must complete the "Assistance Requested" block of
the application for assistance. This information should be detailed enough for the
Representative to understand the applicant's need and to assist in making a
decision on the request. However, in more complex or unusual cases, in addition
to the information provided on the application, applicants should be encouraged to
provide an additional statement that may help explain or justify the need for
assistance. Generally, the more information provided by the applicant to explain
the situation they are in, their need, and what they are expecting from CGMA, the
easier it will be to understand the applicant's request and to make the correct
decision as to whether or not assistance may be provided.
4. Endorsements
An endorsement from the client's command will be required for active duty
members, civilian employees and Reserve members not stationed at the same unit
as the CGMA Representative. An endorsement from the client’s flotilla
commander will be required for Auxiliary members. All other clients may, if they
choose, elect to include such an endorsement as part of their application for
assistance.
This policy is considered necessary to ensure the Representative has adequate
information concerning the client to process their request for assistance in a
proper manner. It is important to maintain the client's privacy and to comply with
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CGMA's policy on confidentiality. (See section 1-H for additional information
concerning CGMA's Confidentiality policy.)
Note: Clients do not have to include the CGMA Budget Form (CGMA Form 15) when
requesting an endorsement from their command. They will however, be required
to include the CGMA Budget Form along with all other supporting documents
when submitting their request for assistance to the CGMA Representative.
Depending on the command structure at the client's unit, this endorsement may be
made by one of the following:
Commanding Officer
Executive Officer
Personnel Officer
Officer in Charge
Executive Petty Officer
Ideally, the endorsement may be made in writing on the CGMA Application for
Assistance (CGMA Form 5). However, the endorsement may be made by fax,
email or telephone when necessary and conditions justify these means of
communication. Representatives are to include a statement on the application for
assistance when one of these optional methods is utilized.
This policy, does not restrict CGMA from contacting, discussing with, and/or
requesting an endorsement from the client's supervisor or command (or from any
other person in or out of the Coast Guard) when the Representative believes it
would be of value when reviewing the facts associated with the case, and would
aid in determining if assistance should be provided. Such contact should be made
when it appears that the client is facing a serious ongoing financial problem, or
where the client is facing a situation the Representative believes needs to be
brought to the attention of the client's supervisor or command. The client is to be
advised before such contact.
Representatives must make an endorsement on cases forwarded to CGMA-HQ.
The Executive Director will endorse cases forwarded to the Board of Control.
(See section 4-C for additional information.)
5. Supporting Documents
All applicants requesting assistance will be expected to furnish full supporting
documentation justifying their need for assistance. Poor or missing
documentation can cause undue delays and hardship on our clients and can result
in postponement or disapproval of cases even though it appears the individual
requesting assistance might have a legitimate need for assistance. Fully
documenting and supporting the case not only will allow the case to be quickly
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and accurately reviewed and processed, it will greatly improve the likelihood of a
favorable decision for the client.
Applicants should be encouraged to attach separate letters, statements or other
documents to their application when necessary to help support their request and
explain extenuating circumstances that would not be evident in the application
and other documentation.
At a minimum all applicants requesting assistance will be expected to furnish the
following:
Proper identification
Leave and earning statements
Other income and expense information
Depending on the type and complexity of assistance requested, applicants will
also be expected to furnish additional documentation to support their request; this
may include, but is not limited to:
Copies of bills or statements
Charge card statements
Letters from creditors
Estimates for car repairs
Rental or purchase agreements
Eviction notice
Utility bills
Shutoff notices
Medical or dental bills or statements
Letters, statements or estimates requesting payment in advance of
providing medical or dental treatment
Power of Attorney or Pre-Authorization Form
Any other documentation supporting the request
Representatives may require the applicant to provide additional documentation
they feel is necessary in aiding them in evaluating the request for assistance.
Representatives may disapprove a request for assistance when they feel the
applicant has not provided adequate documentation to justify the request.
In most cases, applicants will also be expected to complete a detailed budget
when requesting assistance. (See paragraph 3-E-6 for additional information
concerning budgets.)
Note: In emergency situations (death in the immediate family, emergency travel, and
other emotionally sensitive situations described in paragraph 3-C-2)
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Representatives may postpone the requirement for providing full documentation
and completing a budget until a later appropriate time.
6. Budget
With a few exceptions, as discussed below, a CGMA Budget Form (CGMA Form
15) must be completed prior to providing any assistance.
a. Why a Budget is Required
The CGMA Budget Form (CGMA Form 15) provides a standard format for
organizing budgetary data. By listing the client's sources of income, deductions
and expenses, a detailed picture of the client's financial situation will emerge from
the budget process. It allows both the client and the Representative to have a
clear picture of the financial assistance needed and the client's current and
projected financial situation. The budget can also be used to determine the
client's ability to repay any assistance given and to develop a long-term plan for
financial self-sufficiency.
CGMA retains the option to verify the information provided on the Budget Form
when such information is pertinent to making an informed decision on a particular
case. This option (which the applicant authorized when signing the application
for assistance) should be taken only when it is felt it would be of value when
reviewing the facts associated with the case and would aid in determining if
assistance should be provided. (See section 1-H for additional information
concerning CGMA's Confidentiality policy.)
This policy does not remove the requirement to include a copy of the Budget
Form on cases forwarded to CGMA-HQ or the Board of Control where it will
continue to be treated in a private and confidential manner. (See section 4-C for
additional information concerning forwarding cases to the next higher authority
for determination.)
Note: The CGMA Budget Form and the information it contains is to be handled in a
private and confidential manner and is only to be seen by the client and the
appropriate CGMA representatives involved with the case. The Budget Form
does not have to accompany the CGMA Application for Assistance if the client
chooses to have their supervisor or command endorse their request for assistance.
b. Completing the Budget Form
For many clients, completing a CGMA Budget Form will be the first
budgeting experience they have ever had. For this reason, CGMA
Representatives are asked to help clients who are experiencing difficulties
when completing the budget form.
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The goal of the budget process is to come up with a realistic budget that
reflects an accurate financial picture. A successful budget and ultimately the
decision to provide or not provide assistance must be based on the entire
family's financial situation. Therefore, all applicable items on the CGMA
Budget Form are to be completed and will include the applicant's income and
expense items, as well as the spouse's income and expenses. This requirement
applies to all married clients, including member married to member situations.
Failure to provide complete financial information may result in disapproval of
the request.
The CGMA Budget Form provides separate income and expense columns for
Current and Planned Budget.
Current: At a minimum, the Current column must be completed to
show all current income and expenses. Actual figures from receipts,
statements and other documentation should be used when available.
Reasonable estimates should be used when actual figures are not
available. Allowance for clothing, miscellaneous, spending money,
extra expenses, and savings as a cushion for unexpected expenses
should be included. Additional allowance for expenses when the
client is deployed, underway or otherwise separated from their family
should also be considered when completing the budget form
Note: Tithes - should be included in the Current column on the budget form.
However, it is inappropriate for CGMA to provide assistance to a
client so they can continue tithing, which can be seen as a subsidy of
another non-profit organization. Clients can make token contributions
until their financial problem is resolved or repayment to CGMA is
completed. Clients who do not wish to consider reducing or
eliminating their tithes should consider seeking assistance from the
organization receiving the tithe.
Necessary Changes: When Current Budget calculations indicate a
negative net income situation, the column for Planned Budget can be
used to show necessary changes which will be reflected to show which
income items may be increased and which expense items can be cut
back to bring the budget into a positive situation. Entries in this
column may include items that are expected to change in the near
future and should be given consideration. This may include expected
promotions, pay increases, bills that will be paid off, etc. This column
may also include entries for items that may change if CGMA
assistance is provided
Planned Budget: When changes have been indicated, the Planned
Budget column is used to show the result of the changes and will
normally result in a positive budget. If the Planned Budget continues
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to show negative net income, it may be an indication that the client has
a need for additional professional financial counseling in addition to or
in lieu of financial assistance from CGMA. (See paragraph 3-C-6 for
additional information)
A copy of the completed budget will be kept with the application for
assistance. A copy will also be provided to the client. If a client returns for
additional assistance in the future, the original budget form may be updated or
a new budget form may be completed. Comparing the two documents may
provide valuable insight into the client's financial management ability.
c. Waiving the Budget
In emergency situations (death in the immediate family, emergency travel, and
other emotionally sensitive situations described in paragraph 3-C-2)
Representatives may waive or postpone the requirement for completing a
budget form until a later appropriate time.
While the CGMA Budget Form is not required in these circumstances, you
may request that information if you feel it is needed to arrive at a decision.
Note: When time is critical, you may not be able to get a complete budget.
However, it may still be important to get a feel for how the individual or
family is doing financially. Caution should be taken to prevent creating an
additional financial hardship by providing a large loan that will cause the
client problems when repaying.
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7. Requirements When CGMA Sponsor is Not Available
The CGMA sponsor should normally be the applicant, however, due to
deployment, temporary assignments, being underway, serious illness or death of
sponsor and other situations, there will be times when it will be necessary for a
spouse or eligible family member to request assistance. In addition to the
documentation requirements listed above, in situations where a spouse or eligible
family member requests assistance, one of the following items will normally be
required prior to providing assistance. (See paragraph 3-B-3 for additional
eligibility and assistance limitations when providing assistance to an eligible
family member, including exceptions when none of the following items are
available.)
Power of Attorney
Pre-authorization Form
Verbal or written consent of the sponsor
Sponsors and family members must clearly understand that such authorizations
merely allow CGMA to assist if there is a need. CGMA will decide whether or
not to approve a request based on the merits of the case and the appropriate
CGMA policies.
a. Power of Attorney
CGMA will recognize a valid notarized Power of Attorney (POA) that
authorizes an individual, normally the spouse, to borrow money and to
execute such documents as may be necessary to bind the CGMA sponsor to
repay the loan. A valid POA may be either a General or a Special POA, so
long as the authority includes the power to borrow money in the sponsor's
name. The fact that the general POA is fully accepted as a legal document
also means that CGMA will not allow the sponsor to disavow the assistance
rendered to an eligible family member if the attorney-in-fact signed for the
sponsor under the authority provided by the POA. Allotments for repayment
cannot be initiated based upon POA, unless the POA contains a specific
clause that indicates the spouse can "demand, act to recover and receive all
sums of money and to institute accounts on my behalf". When assistance is
provided using a POA, a copy of the POA will be attached to the CGMA
Form 52 and the sponsor will be notified as soon as practical of the assistance
and repayment information.
Note: If the POA is over a year old, contains a termination date that has passed, has
terms that preclude the family member from obtaining a loan, or the
Representatives believes the POA may have been revoked, the sponsor should
be contacted to obtain approval for the requested assistance.
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The following is a non-binding, informal, distinction between Special and
General Powers of Attorney.
Special Powers of Attorney enable one to act on another's behalf in certain
"special" and limited circumstances. The powers here are obviously limited to
specific purposes. (If a need for CGMA assistance arises, deployed sponsors
may affect a message power of attorney for these limited purposes.)
General Powers of Attorney enable one to act for another in nearly every
"general" circumstance. The powers here are nearly unlimited, and caution is
advised.
As a general rule, Legal Assistance attorneys would counsel clients to first,
consider executing a Special Power of Attorney for limited specific purposes
taking into consideration individual circumstances and second, consider
executing a General Power of Attorney if the client believes it necessary and
understands the risks it entails. The use of a General Power of Attorney is
discouraged because of the potential for abuse.
See paragraph 3-B-3 for additional eligibility and assistance limitations when
providing assistance to an eligible family member.
b. Pre-Authorization Form
Representatives may assist eligible family members, without contacting the
sponsor, provided there is a Pre-Authorization Form (CGMA Form16).
The sponsor may use the Pre-Authorization Form to authorize, in advance,
assistance for a spouse or eligible family member while the sponsor is on
deployment, temporary duty, underway, or otherwise absent for an extended
period.
To guarantee authenticity, Pre-Authorization forms must be signed by the
sponsor and notarized or witnessed by someone other than the spouse or
family member. The preferred method of completing a Pre-Authorization
Form is to have the sponsor complete the form at their duty station. Once
completed and witnessed, the form will be delivered by the sponsor's
command to the CGMA Representative in advance of assistance being
needed.
When assistance is provided using a Pre-Authorization Form, a copy of the
form will be attached to the CGMA Form 52 and the sponsor will be notified
as soon as practical of the assistance and repayment information.
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Representatives may dispose of unused Pre-Authorization Forms once the
authorization dates have passed. (See section 6-A for additional information
concerning disposing of case files and other administrative procedures.)
c. Verbal or Written Consent of the Sponsor
When there is no Pre-Authorization Form or Power of Attorney, the CGMA
sponsor must be contacted prior to proving assistance. Contact may be made
by any available method, including telephone, e-mail, fax or message.
With the CGMA sponsor’s approval, the spouse will have the same eligibility
to receive assistance as the CGMA sponsor. (See paragraph 3-B-3 for
limitations on amount of assistance that may be provided when the CGMA
sponsor cannot be reached or if the sponsor disapproves the request.)
Contact information, including time and date of contact, amount of assistance
authorized (or disapproval of the request for assistance) along with repayment
information and any additional pertinent information is to be attached to the
application for assistance.
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F. Quick Loan Program
1. General
Quick Loans are interest-free loans of $1,000 or less, designed to address
immediate, essential financial need while requiring fewer steps and potentially
less detailed documentation than the standard assistance request process. The
Quick Loan Program gives commanding officers and officers-in-charge a way to
quickly address temporary financial problems that may arise amongst their crew.
2. Eligible Participants
The quick loan process is open to active duty Coast Guard military members,
Coast Guard reservists recalled to active duty and Coast Guard Civilian
employees. It is not open to individuals who have an outstanding loan balance
with CGMA or who are on the CGMA Restricted List. An individual may
receive a maximum of two Quick Loans within any 12-month period. Assistance
requests not meeting these criteria must be processed through the standard
application process in section 3-E.
3. Application and Processing
A single page CGMA Quick Loan Application (CGMA Form 1) has been
established for use with the Quick Loan Program. Applicants are not required to
complete a CGMA Budget form (CGMA Form 15), though the approving
authority may require bills or other documentation to support the request.
The applicant’s unit Commanding Officer or Officer-in-Charge is the approving
authority for Quick Loans. The applicant reads, completes and signs the Quick
Loan Application and submits it to the approving authority.
The approving authority shall adhere to assistance policy guidelines as set forth in
this Manual. Each request shall be considered on its own merits, on a
personalized and timely basis, with confidentiality and in a fair and equitable
manner. A Quick Loan may not be issued where to do so would entail an
exception to CGMA policy.
If the request is approved, the unit Commanding Officer or Officer-in-Charge
completes section D on the Quick Loan Application. The form and supporting
documents, if any, are then taken to the local CGMA Representative for
administrative review and issuance of the assistance check.
If a Quick Loan request is not approved or upon administrative review the CGMA
Representative finds that the loan does not meet the criteria for a Quick Loan, the
loan application shall be returned to the applicant, who may submit an application
in accordance with the standard assistance request process in section 3-E.
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4. Loan Repayment
Repayment policies, terms and schedules for the Quick Loan are the same as
those for other CGMA loans as set forth in chapter 5.
G. Ancillary Programs
CGMA funds two programs that are operated and overseen by Coast Guard Work-
Life. These programs require no direct action on the part of CGMA Representatives.
1. Respite Care Program
The CGMA Respite Care Program provides a “break” for a few hours a week, or
month, to eligible Coast Guard clients who have responsibility 24 hours per day to
care for an ill or disabled family member who lives in the same household. It is
short-term help to allow a family to work towards building their own resources
for self-financed respite care and to apply for assistance offered through their
health insurance, governmental, or community agencies.
Eligibility extends to Coast Guard families in which a family member has been
diagnosed with a profound disability, or a serious or terminal illness that requires
on-going care and attention and is enrolled in the Coast Guard Special Needs
Program in accordance with COMDTINST 1754.7 series. The person with
special needs may be a spouse, a dependent child, or dependent parent (must be
registered in DEERS).
The maximum number of respite care hours may not normally exceed 40 hours
per month (average usage 8 hours per week). The maximum hourly rate for
respite care may not normally exceed $20/hour.
A request for respite care assistance may be initiated only by a Family Resource
Specialist or Family Advocacy Specialist at a local Work-Life Regional Practice.
Questions about the Respite Care program may be referred to Coast Guard Work-
Life.
2. Tutor.Com for U.S. Military Families
Tutor.com for U.S. Military Families offers one-to-one tutoring with a live expert
online 24/7. Tutors can help students in grades K-12 and college with over 40
subjects, plus resume writing/career transition.
Eligibility extends to Active duty Coast Guard service members (including
Reserve members on active duty), their spouses and their dependent children.
(Other Coast Guard Reserve members and their families are also eligible to use
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the program through separate funding from the DoD Yellow Ribbon
Reintegration Program.)
Eligible Individuals may create and use their own account at
www.tutor.com/military.
Questions about the Tutor.com for Military Families program may be referred to
local Coast Guard Education Services Officers.
H. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director, Director of Administration or Director
of Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
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Table of Contents
Section Subject Page
A. Introduction 4-1
B. Loan/Grant Approval Authority Guidelines 4-2
1. General 4-2
2. Representatives 4-2
a. Representatives May Approve 4-2
b. Representatives May Not Approve 4-3
3. The Executive Director 4-4
a. The Executive Director May Approve 4-4
b. The Executive Director May Not Approve 4-5
C. Cases Beyond Local Authority and Exceptions to Policy 4-7
1. Forwarding a Case for Determination 4-7
2. Exception to Policy 4-9
a. General 4-9
b. When to Request an Exception 4-9
c. Who is Authorized to Make Exceptions to Policy 4-9
d. How to Request an Exception 4-10
D. Disapproving a Request for Assistance and Appeals 4-11
1. Disapproving a Request 4-11
2. First Appeal 4-12
3. Final Appeal 4-12
E. Cooperation with Other Military Aid Societies 4-14
1. General 4-14
2. Assistance for Emergency Travel or to Avoid Immediate 4-14
Privation
3. All Other Types of Assistance 4-15
4. Special Processing 4-15
5. Contacts 4-17
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Table of Contents
Section Subject Page
F. Processing a Request for Assistance 4-18
1. General 4-18
2. Interviewing the Client 4-18
a. Educate 4-19
b. Explain 4-19
c. Listen 4-19
d. Review 4-19
e. Inform 4-20
f. Discuss 4-20
g. As Appropriate 4-20
3. Reviewing Documentation 4-20
4. Checking Basic Information 4-21
a. Identification 4-21
b. Status 4-21
c. Eligibility 4-21
d. Authorized Assistance 4-21
e. CGMA Restricted List 4-21
f. Past History of Assistance 4-21
g. Authority 4-21
5. Verifying Facts 4-21
6. Things to Consider When Making a Decision 4-22
7. When to Consider a Grant vs. a Loan 4-23
8. Repayment Terms 4-24
9. Special Situations 4-24
a. General 4-24
b. Assistance During Emergencies 4-25
c. Sponsor is Not Available or Disapproves Request 4-25
d. Borderline Cases 4-26
e. Clients Nearing Separation 4-26
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Table of Contents
Section Subject Page
10. Providing Financial Assistance 4-28
a. Prior to Providing Assistance 4-28
b. Making Checks Payable to Creditors vs. Applicants 4-28
c. Issuing the CGMA Check 4-28
11. Providing Non-Financial Assistance 4-30
12. Closing the Case 4-30
G. Additional Information 4-31
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A. Introduction
This section explains how to handle a request for assistance, from the initial contact,
through the decision on how CGMA may be able to assist the client. Other sections
of this manual provide the approved policies and procedures that are to be followed
when providing assistance.
Since each applicant and case is unique, each request for assistance must be judged
on its own merits. Casework decisions must be made as objectively as possible using
this manual as the primary guide. Representatives must base their decision on facts
and circumstances presented in the application, budget and supporting
documentation, by interviewing the applicant, and verifying other information
applicable to the case.
Proper case management is at the core of assisting our clients and will result in one or
more of the following decisions being made for each case received:
Financial Assistance will be provided
Non-Financial Assistance will be provided
Request for Assistance will be forwarded to the Next Higher Authority
Request for Assistance will be disapproved
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
It is CGMA's objective to meet valid financial need of our clients and their families
and to help them to live within their means. To do this, both financial and non-
financial assistance is available. Treating every client with respect and dignity is key
to accomplishing these goals and developing goodwill between the client and CGMA.
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B. Loan/Grant Approval Authority Guidelines
1. General
Representatives and the Executive Director are authorized to provide CGMA
loans and grants in conformity with the bylaws, directives, publications, policies
and procedures of Coast Guard Mutual Assistance as established by the Board of
Control. All assistance must be provided in compliance with these rules and
regulations. Additionally, as a private non-profit organization, all CGMA activity
must be consistent with IRS and other government agency regulations as they
relate to non-profit organizations.
Additional guidance and interpretation of these policies and procedures is
available from CGMA-HQ, when needed. Representatives are encouraged to
contact CGMA-HQ, prior to approving or disapproving a request for assistance,
with questions they may have or for help in processing any case received. (See
paragraph 2-D-2 for CGMA-HQ contact information.)
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
2. Representatives
Certain programs and types of assistance have additional eligibility criteria,
financial need requirements, and other conditions and restrictions that may apply.
Prior to providing assistance, Representatives are to carefully review the
section(s) of this manual pertaining to the type of assistance being requested to
determine if additional conditions or restrictions apply.
a. Representatives May Approve
Within the guidelines discussed above, Representatives may approve the
following:
Assistance (loans) for all eligible CGMA clients, including Assistant
Representatives
Loans up to $3,000 provided the amount given will not cause a client’s
outstanding loan balance to exceed $3,000. However, Representatives
are not authorized to approve loans under the Closing Cost Assistance
or Debt Management Programs
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b. Representatives May Not Approve
Except as noted, requests for the following types of assistance may not be
approved by Representatives and must be forwarded to the Executive Director
for review. (See section 4-C for additional requirements and information
concerning forwarding cases for review, including how to process the case
once a decision has been returned.)
Assistance for themselves or other Representatives. (Assistant
Representatives may not provide assistance for themselves,
Representatives, or other Assistant Representatives
Assistance that would cause a client’s total outstanding loan balance to
exceed $3,000
Grants, except SEG Grants. (Representatives are authorized to
disburse SEG grants only using the CGMA-CMP program.) (see
paragraph 3-C-7-c for additional information)
Debt Management Assistance
Housing Assistance
Requests to convert an existing loan into a grant. (See section 5-F for
additional information)
Assistance for members from other societies (Army, Navy, Marine
Corps or Air Force). The appropriate society’s headquarters must be
contacted to obtain approval when providing assistance to a member
from another branch of the service. (See section 4-E for additional
information)
Vehicle Purchase or Replacement. (See paragraph 3-C-3-d for
additional information)
CGMA-HQ must be contacted in the following situations: (See paragraph 2-
D-2 for CGMA-HQ contact information)
Coast Guard members attempting to receive assistance thorough
another relief society (Air Force Aid Society, Army Emergency Relief,
Navy-Marine Corps Relief Society, or the American Red Cross) (See
section 4-E for additional information)
Assistance for clients who appear on the CGMA Restricted List. (See
section 5-D for additional information)
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Refunds for clients who have overpaid their CGMA loan. (See section
5-I for additional information)
Fees or expenses for a client to obtain financial, debt management, or
other counseling. (See CGMA Form 22 – CGMA/NFCC Agreement
for additional information)
Vehicle Purchase or Replacement
Note: Depending on the emergent situation, Representatives may approve loans up
to the $3,000 limit that may be immediately provided to the client, with any
request in excess of this limit forwarded to the Executive Director for review.
3. Executive Director
Certain programs and types of assistance have additional eligibility criteria,
financial need requirements, and other conditions and restrictions that may apply.
Prior to providing assistance, the Executive Director is to carefully review the
appropriate section(s) of this manual pertaining to the type of assistance being
requested to determine if additional conditions or restrictions apply.
a. The Executive Director May Approve
Within the guidelines discussed above, the Executive Director may approve:
Assistance for all eligible CGMA clients, including CGMA
Representatives and Assistant Representatives
Loans up to $6,000 provided the amount given will not cause a client’s
outstanding loan balance to exceed $6,000
Grants (other than SEG grants) may be authorized up to $6,000,
provided the accumulated total of grants given to an individual does
not exceed $6,000 (not including SEG grant amounts)
When appropriate, both a loan up to $6,000 and a grant up to $6,000,
for a total assistance amount of $12,000 (provided the above limits are
not exceeded)
Requests for the conversion of an existing loan into a grant. (See
section 5-F for additional information)
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b. The Executive Director May Not Approve
Except as noted, requests for the types of assistance below must be forwarded
to the Board of Control for review. (See section 4-C for additional
requirements and information concerning forwarding cases for review,
including how the case is to be processed once a decision has been returned.)
Also, see paragraphs 2-E-1-m and 2-E-1-n for additional information
concerning the Executive Director's responsibilities for cases forwarded by
Representatives.
The Executive Director is not authorized to approve the following types of
assistance:
Assistance for him or herself
Any assistance that would cause a client’s total outstanding loan
balance to exceed $6,000
Grants (other than SEG grants) that would cause a client’s
accumulated total of grants received to exceed $6,000
Assistance for members from other societies (Army, Navy, Marine
Corps or Air Force). In most cases, the appropriate society’s
headquarters must be contacted to obtain approval when providing
assistance to a member from another branch of the service. (See
section 4-E for additional information)
CGMA-HQ must be contacted in the following situations: (See paragraph 2-
D-2 for CGMA-HQ contact information.)
Coast Guard members attempting to receive assistance thorough
another relief society (Air Force Aid Society, Army Emergency Relief,
Navy-Marine Corps Relief Society, or the American Red Cross). (See
section 4-E for additional information)
Assistance for clients who appear on the CGMA Restricted List. (See
paragraph 5-D-4 for additional information)
Refunds for clients who have overpaid their CGMA loan. (See
paragraph 5-I-3 for additional information)
Fees or expenses for a client to obtain financial, debt management, or
other counseling. (See CGMA Form 22 – CGMA/NFCC Agreement
for additional information)
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Vehicle Purchase or Replacement. (See paragraph 3-C-3-d for
additional information)
Note: Depending on the emergent situation, the Executive Director may approve
loans and/or grants up to the $6,000 limit that may be immediately provided to
the client, with any request in excess of these limits forwarded to the Board of
Control for consideration.
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C. Cases Beyond Local Authority and Exceptions to Policy
1. Forwarding Cases for Determination
Cases that are beyond local approval authority and cases that require exception to
existing policies must be forwarded to the next higher authority for review and
determination. Each case forwarded must be fully supported with documentation
and include a clear approval or disapproval recommendation from the
Representative. Representatives will forward cases to the Executive Director.
The Executive Director will forward cases to the Board of Control.
When a case is forwarded to the next higher authority:
Contact the next higher authority to determine what procedures will be
used to handle the case. (Clients should not be present when
discussing cases with higher authority. This will ensure all decision
makers can speak frankly and openly.) These procedures may include:
o Establishing a point-of-contact
o Determining how the case will be handled
o Discussing what documentation will be required
o Estimating when a decision may be made
Procedures may vary depending on the complexity and type of
assistance requested.
Explain to the client why the case must be forwarded
Give the client an estimate as to when a response may be received
Make no promises as to whether or not assistance will be approved
Prepare a complete package to accompany the request. At a minimum
this package will include:
o A complete, accurate application for assistance and budget
form
o Sufficient supporting documentation to justify the level of
assistance requested or exception to existing policy
o A clear approval or disapproval recommendation including the
reasons or basis upon which the recommendation was made
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o Information concerning past assistance provided to the client or
their family members
o Other appropriate enclosures as needed or requested by the
higher authority
Maintain a liaison with the approval authority to answer questions,
provide additional documentation and to discuss the case as
appropriate and necessary. (Clients should not be present when
discussing cases with higher authority. This will ensure all decision
makers can speak frankly and openly.)
While it is important to obtain the above documents for each request for
assistance, it is particularly important to provide full and complete documentation,
endorsements and recommendations when forwarding a case to the next higher
level for determination.
The majority of cases reviewed by the Executive Director and the Board of
Control are for large dollar amounts and for cases requiring exception to existing
policies. Even though it may appear an individual requesting assistance has a
legitimate need for assistance, poor documentation along with missing
endorsements and recommendations may cause a case forward to higher
authorities to be disapproved, returned or postponed, and may cause an undue
hardship on our clients. Fully documenting and supporting cases forwarded, not
only will allow the case to be quickly and accurately reviewed and processed, it
will greatly improve the likelihood of a favorable decision for the client.
When a decision on the case has been made:
Approved Requests: Representatives will provide approved assistance as
authorized by the higher authority.
Disapproved Requests: When the Executive Director or the Board of
Control has disapproved a request for assistance, CGMA-HQ will notify
the client in writing, with a copy to the Representative.
Note: Representatives are not authorized to make changes to decisions made by the
higher authority without obtaining the higher authority's approval.
See section 3-E for additional information concerning items required when
applying for assistance.
See section 4-B for additional information concerning approval authority
including types of cases that must be forwarded to higher authority for review.
See section 4-C for additional information concerning exceptions to CGMA
policies.
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Note: In time-critical situations Representatives and the Executive Director may provide
assistance up to their approval authority for cases that are forwarded for
determination. This assistance will be limited to loans only, until the higher
authority has made their decision on the case.
2. Exceptions to Policy
a. General
On a case-by-case basis, the Executive Director and the Board of Control may
consider cases that warrant exception to existing CGMA policy.
CGMA encourages assistance decisions to be made at the lowest level
possible. This chapter has been developed in such a way as to provide
Representatives with guidance and flexibility to make the decision whether or
not to provide assistance for the majority of the cases they may receive,
without having to contact a higher authority. However, in casework it is not
feasible to anticipate all possible situations that can occur. There will be times
an exception to normal CGMA policy may be justified.
When a request is received for assistance that does not fall into one of the
authorized categories or criteria listed in this chapter, the case must be treated
as an exception to policy. This also applies when the client requesting
assistance does not meet the listed eligibility requirements.
b. When to Request an Exception
When a case can be justified and supported by the Representative and where a
verified need exists, exception to assistance policy may be considered on a
case-by-case basis to meet legitimate, acceptable, reasonable financial needs
of our clients. An exception to policy should be requested when the request is
not within existing CGMA guidelines, but:
It is considered in the best interest of both the client and CGMA
Circumstances indicate that it is the correct solution to the client's
problem
It is felt that an exception to policy is warranted based on the merits of
the case
c. Who is Authorized to Make Exceptions to Policy
Representatives: are authorized to provide assistance in borderline cases but
they are not authorized to make exceptions to existing CGMA policy. (See
paragraph 4-F-9-d for additional information concerning borderline cases.)
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The Executive Director: except as noted below, the Executive Director is
authorized to make exceptions to existing CGMA policy, up to the authority
level discussed in paragraph 4-B-3.
Board of Control: Requests for exception to existing CGMA policy for the
following types of assistance must be forwarded to the Board of Control. (See
the appropriate paragraph for additional information):
Cases beyond the Executive Director’s Authority (4-B-3-b)
Certain Medical Expenses (3-C-4-f)
Certain Funeral Expenses (3-C-2-b)
Certain Emergency Travel (3-C-2-c)
Adoption Expenses (3-C-9)
Education loans, including bridge loans (3-C-7)
Assistance to Department of Defense members (4-E)
Note: In addition to the restrictions listed, certain programs and types of assistance
have additional eligibility criteria, financial need requirements, and other
conditions and restrictions that may apply. Prior to providing assistance,
carefully review the appropriate section(s) of this manual pertaining to the
type of assistance being requested to determine if additional conditions or
restrictions apply.
d. How to Request an Exception
Requests for assistance meeting the criteria for requesting an exception to
existing CGMA policy must be forwarded to the next higher authority for
determination. (See section 4-C for additional information.)
Additional guidance and interpretation of these policies and procedures is
available from CGMA-HQ. Representatives are encouraged to contact the
CGMA-HQ Executive Director, Director of Administration or Director of
Finance, prior to providing assistance or disapproving a request for assistance,
with questions they may have or for help in processing any case received.
(See paragraph 2-D-2 for CGMA-HQ contact information.)
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D. Disapproving a Request for Assistance and Appeals
1. Disapproving a Request
There will be times when a request for assistance must be disapproved. In most
cases the request will be disapproved for one of the following reasons:
Client is not eligible for assistance
Type of assistance requested is not authorized
Need for assistance is not justified
Exception to policy is not warranted
Client is on the CGMA Restricted List
Client did not provide necessary applications, documents, budget, etc
Client did not cooperate or assist in working toward a solution
Client provides misleading information
In rare instances, there will be no realistic solution or referral that the client is
willing to accept. CGMA can advise, suggest, recommend and refer a client;
however, there will be some cases where CGMA cannot resolve all of the client's
problems. In these cases, clients must assume the responsibility of resolving their
own problem.
When the decision is made to disapprove a request for assistance, the
Representative will:
Complete a Disapproval/Appeal Statement (CGMA Form 17)
Inform the client of the reason(s) the request for assistance was
disapproved and explain what appeal options are available
Have the client sign the Disapproval/Appeal Statement indicating they
have been counseled as to why their request was disapproved and that they
understand their appeal options (send a copy to CGMA-HQ)
If the client submits an appeal, forward the complete request for assistance
package, including the Disapproval/Appeal Statement and any additional
documents submitted with the appeal, to the next higher authority
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2. First Appeal
When a request for assistance has been disapproved, the client may request that
the case be forwarded for a second review and recommendation as to whether or
not the request for assistance should be approved or disapproved.
In most situations the initial decision to disapprove a request for assistance will be
made by a Representative or an Assistant Representative. In these cases, the
Representative will forward the client's appeal to the Executive Director for a
second review. In a similar manner, the Executive Director will send cases
initially disapproved by the Executive Director to the Board of Control for
review.
To initiate the appeal process the client must indicate in writing why they feel
their request merits further consideration. The client may add any new or
additional supporting documentation with the appeal request. They may also
discuss their case, if they wish, with another member of their command. This
may be their supervisor, the Command Master Chief, the Executive Officer, or
others within their chain-of-command. The client may ask that individual to
submit an endorsement that will accompany the request for assistance throughout
the appeal process.
If the second review returns a decision to approve the request, assistance
will be provided as approved
If the Executive Director made the second review and concurs with the
original decision to disapprove the request for assistance, the client may
invoke one final appeal
If the Board of Control made the second review and concurs with the
original decision to disapprove the request for assistance, no additional
appeals are authorized
Note: Representatives are not authorized to make changes to decisions made by the
higher authority without obtaining the higher authority's approval
3. Final Appeal
In cases where the Executive Director made the second review and concurred
with the original decision to deny a request, the client may request one final
review. In these cases, the client's appeal will be forwarded, via the Executive
Director, to the Board of Control for final review. The Board's decision will be
final in all cases.
If the final review returns a decision to approve the request, assistance will
be provided as approved by the Board of Control
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No additional appeal options exist if the decision of the final review
concurs with the decision to disapprove the request for assistance
Note: The Executive Director and Representatives are not authorized to make changes
to decisions made by the Board of Control without obtaining the Board's
approval.
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E. Cooperation With Other Military Aid Societies
1. General
Under reciprocal agreements with the other Military Aid Societies (MAS), service
personnel and their eligible family members from the other branches of the armed
forces who are unable to apply to their own aid society may apply for emergency
assistance from Coast Guard Mutual Assistance.
Additionally, Coast Guard service personnel and their eligible family members
may request emergency assistance from these aid societies when they are unable
to apply to Coast Guard Mutual Assistance. Coast Guard service personnel may
also contact the American Red Cross (ARC) for emergency assistance when they
are not able to apply to Coast Guard Mutual Assistance or one of the other
Military Aid Society offices.
Under these agreements, cross-service assistance falls into two categories.
Assistance for emergency travel or to avoid immediate privation
All other types of assistance
2. Assistance for Emergency Travel or to Avoid Immediate Privation
When possible, Representatives should obtain authorization from the appropriate
aid society headquarters prior to providing assistance to a member from another
branch of the service. However, a Memorandum of Agreement (MOA) among
the four societies provides for blanket authority to provide assistance for
emergency travel or to avoid immediate privation. Under the MOA,
Representatives may provide the following assistance without advance
authorization from the service personnel's parent aid society:
A loan of up to $2,500 for emergency travel may be provided in the case
of a death or serious illness of an immediate family member
A loan of up to $300 may be provided to avoid immediate privation
A loan of up to $600 may be provided for travel and basic living expenses
when an evacuation order has been issued for pending natural disasters
such as a hurricane
To qualify under this blanket authority, all of the following conditions must exist:
The applicant must be a regular active duty member or an eligible family
member of a regular active duty member
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The applicant must present a proper military identification card (or
appropriate documentation)
The emergency situation must be verified or the applicant has orders for
emergency leave or regular/emergency leave under emergency conditions
The estimated time of separation (ETS) or the end of active service (EAS)
must be more than 90 days
The loan repayment must be within 10 months or prior to the ETS/EAS,
whichever is less
Apply the same emergency leave or immediate privation criteria to such
applicants as you would to Coast Guard applicants. If the request doesn’t meet
CGMA criteria, or if the above conditions are not met, contact the service
member's parent MAS Headquarters for approval or disapproval of the request.
When a loan is given under the blanket authority, you must contact the
appropriate aid society headquarters by the next business day to provide them
with the loan information.
3. All Other Types of Assistance
When a request for any type of assistance, other than discussed above, is received
from a member of another branch of the service, you must contact the client's aid
society headquarters for approval or denial of the request.
After the client has completed a CGMA Application for Assistance (CGMA Form
5) and the client's identification and circumstances of the request verified, contact
the service member's parent MAS headquarters for approval or disapproval of the
request. (See paragraph 4-E-5 for contact information.)
CGMA assistance policies discussed elsewhere in this manual do not apply when
providing assistance to a member from another branch of the service. If
assistance has been approved by the parent MAS for one of their members, you
may provide assistance to the client as authorized. However, if the parent MAS
denies the request, assistance from CGMA is not authorized. No exceptions.
4. Special Processing
After assistance has been approved by the parent MAS, process the request using
the CGMA-CMP just as you would for a CGMA client, with the following
exceptions:
Use the correct Branch of Service code when completing block 9 of the
CGMA Form 52
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Use the appropriate code (initials) for the aid society as Final Approval
Authority in block 17 of the CGMA Form 52
Enter the name of the person who approved the assistance along with any
control number provided in the Remarks block
Make sure the client understands that the loan is being made by their aid
society and that they will be expected to repay their aid society, not
CGMA
If a grant has been approved, process it the same as a loan. Be sure to note
in the Remarks block that a grant was approved
Once assistance is provided, send the following documentation to CGMA-HQ:
A copy of the completed CGMA Application for Assistance (CGMA
Form 5)
A photocopy of the service member's ID card
CGMA-HQ will use the information provided to request reimbursement from the
appropriate military aid society.
Note: Representatives are not authorized to approve assistance for Coast Guard
personnel via other Military Aid Societies. Refer all such cases to the CGMA-HQ
Executive Director, Director of Administration or Director of Finance (See
paragraph 2-D-2 for CGMA-HQ Points of Contact information.)
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5. Contacts
Military Aid Society Working Hours After Hours
Army Emergency Relief
2530 Crystal Drive
Suite 13161, 13TH Floor
Arlington, Virginia 22202
www.aerhq.org
(703) 601-2770 (703) 601-2771 (703) 601-2772 (703) 601-2773
(703) 697-0218
Air Force Aid Society
241 18th Street South, Suite 202
Arlington, VA 22202
www.afas.org
(703) 972-2604 (571) 314-3628
Navy-Marine Corps Relief Society
875 N. Randolph Street
Suite 225
Arlington, VA 22203
www.nmcrs.org
(703) 696-1482
(800) 654-8364
(703) 625-5831
American Red Cross
www.redcross.org
Contact the local office in your community.
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F. Processing a Request for Assistance
1. General
The following policies and procedures have been developed to aid in providing
the proper assistance to our clients. They will also help to ensure that assistance
is provided properly, uniformly and fairly throughout the Coast Guard. They are
to be followed prior to providing assistance or disapproving the request for
assistance or forwarding a case to the next higher authority.
Interviewing the Client
Reviewing Documentation
Checking Basic Information
Verifying Facts
Making a Decision
Repayment Terms
Special Situations
Providing Financial Assistance
Providing Non-Financial Assistance
Disapproving a Request for Assistance - Appeals
What to do next
Additional guidance and interpretation of these policies and procedures is
available from CGMA-HQ, when needed. Representatives are encouraged to
contact CGMA-HQ, prior to providing assistance or disapproving a request for
assistance, with questions they may have or for help in processing any case
received. (See paragraph 2-D-2 for CGMA-HQ contact information.)
2. Interviewing the Client
The first step in the assistance process is the interview. Through the interview
you will assess the needs of the client and determine a viable solution to the
problem. The interview may take place before or after a client has submitted an
application for assistance and may involve more than one meeting.
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It is important to understand that clients requesting assistance are often doing so
at a time of unusual financial need or crises. It is also important to realize that the
majority of our clients are "first time" visitors who may know very little about
CGMA, how it operates, what types of assistance may be provided, how to apply,
what is required, etc. Compassion, understanding and caring may be necessary to
aid the client through their time of need.
Depending on the situation, Representatives should use the interview to:
a. Educate the client about CGMA. We are a non-profit organization providing
financial assistance (no-interest loans and grants) to meet the needs of our
clients as covered by policies described in this manual. Financial assistance
may be in the form of an interest-free loan, a grant or a combination loan and
grant depending on the situation and the client's ability to repay. Non-
financial assistance may include financial and budgeting counseling or referral
to other organizations. Loan repayment amounts will be based on the client's
budget.
b. Explain CGMA's confidentiality policy. Clients may feel that information
they are required to provide or questions asked are private, embarrassing, or
intrusive. The client has the right to expect that this personal information will
remain private. At the same time, CGMA has an obligation to verify facts and
information necessary to verify financial need exists prior to providing
assistance. CGMA's confidentially policy requires that the client's personal
information will remain private. Representatives will not discuss information
provided outside the office, nor divulge such matters to anyone, except on a
need-to-know basis. This policy does not prevent verifying information
provided. (See section 1-H for additional information concerning CGMA's
confidentiality policy and to see why CGMA is not subject to the Freedom of
Information Act (FOIA).)
c. Listen to the client. Allow time to for them to explain what the need is and
the reason this need cannot be met using their own resources. This often
requires helping the client to understand their entire financial situation and
allowing them time to present a full explanation (the whole story) concerning
their need and lack of funds. Work with the client to develop a solution to
their situation.
d. Review the request. If an application for assistance has already been
completed, review the application with the client. If the application has not
been completed, inform the client what is needed based on the assistance
requested. If necessary, assist the client in completing the application for
assistance and budget forms or compiling the appropriate supporting
documents necessary to support their request for assistance.
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e. Inform the client as to what CGMA can and cannot do to assist and why.
Inform the client of the various programs that are available. Explain or show
the client the policy appropriate to the situation or request. Do not raise undue
expectations by making the client feel that receiving assistance is assured or
guaranteed, until a final decision has been made. This is particularly
important in borderline cases, cases that fall outside of normal assistance
situations and for cases that must be forwarded for review and approval.
Explain in these situations that the request is considered borderline or that it is
outside normal assistance policy, but everything possible will be done to give
the request a careful and thorough review to see if providing an exception may
be warranted. (See section 4-C for additional information concerning
exception to policy.)
f. Discuss potential disapproval of a request. If it appears that a request will be
disapproved, inform the client of the reason(s) the request may be disapproved
and explain what appeal options they have. (See section 4-C for addition
information concerning disapproving a request for assistance and the client's
appeal options.)
g. As appropriate Representatives may also use the interview to review or
complete other case management procedures listed below. When possible,
these items should be completed prior to, or during the interview with the
client. However, depending on the situation, they may be completed at a later
time, but they must be completed prior to providing assistance.
3. Reviewing Documentation
All documentation submitted with each case is to be carefully reviewed:
Applications - is the application completed accurately and thoroughly?
Supporting Documentation - have all relevant supporting documents been
provided and do they justify providing the level of assistance requested?
Budget - has a budget been submitted, is it accurate, thorough and
reasonable?
Additional Documents - are additional documents or items (Power Of
Attorney, Pre-Authorization Form, sponsor's approval, etc.) required?
See section 3E, for additional information concerning items to be submitted when
applying for assistance.
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4. Checking Basic Information
Prior to considering assistance, the following items must be checked or verified;
when possible, these items should be completed prior to interviewing the client:
a. Identification: Each person who requests assistance must provide valid
identification. The applicant's identification card must be verified. If the
applicant claims their ID card has been lost or stolen, a police report or
thorough explanation must be presented. Except in emergency situations,
applicants will be expected to obtain a replacement ID card prior to assistance
being provided.
b. Status: Prior to providing assistance, Representatives must verify each
individual’s status. This can be accomplished by checking their military or
civilian identification card. DEERS enrollment can be used to verify military
dependency status.
c. Eligibility: Care must be taken to ensure that assistance is only provided to
eligible clients. (See section 3-B for detailed information concerning
eligibility.)
d. Authorized Assistance: Assistance may only be given for authorized items of
need. (See section 3-C for additional information.)
e. CGMA Restricted List: Using the CGMA Case Management Program
(CGMA-CMP) or the Restricted List provided by CGMA-HQ, verify that the
individual requesting assistance is not on the CGMA Restricted List.
Note: Individuals on the Restricted List are not eligible for any assistance without
approval by CGMA-HQ. (See paragraph 5-D-4 for additional information
concerning the CGMA Restricted List.)
f. Past history of assistance: Using the CGMA Case Management Program
(CGMA-CMP) review all past history of assistance. (See appendix E for
additional information.)
g. Authority: Prior to providing assistance, determine if the request is within
your authority or will need to be forwarded to next higher authority in
accordance with sections 4-B and 4-C.
5. Verifying Facts
Verifying facts and information provided by the client is essential in determining
if a financial need exists and deciding the proper course of action to resolve the
problem. Verifying the client's ID card, LES, finances, utility bills, car repair
estimates, lease agreements, other supporting documents, etc., are necessary to
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verify what assistance is needed. Verification may be accomplished by sighting
paperwork or by phone calls. Authorization to verify information is given when
the applicant signs the CGMA Application for Assistance (CGMA Form 5). If an
applicant refuses to allow verification, assistance will not be provided.
6. Things to Consider When Making a Decision
Assistance must be based on need and policy. Each request is unique and may
vary from as simple as a client who does not have enough available funds to make
emergency travel arrangements to cases as complex as a client so overwhelmed
with debt that basic living expenses cannot be met. Representatives must assess
each request for assistance to determine what course of action will provide a
solution to the problem. Many times, financial help is only a part of the solution.
The client may also need financial counseling or other professional assistance to
provide a long-term solution to the problem.
After gathering all of the facts; evaluating the case; interviewing the client;
verifying eligibility; reviewing the application, budget and other supporting
documentation; checking all necessary items; reviewing past history of assistance;
verifying the facts of the case and determining that it meets the criteria for
authorized assistance; a decision has to be made. Consider the following when
making your decision.
Is the applicant eligible for the type of assistance requested?
Is the applicant on the CGMA Restricted List?
Why does the applicant need the assistance?
Is the lack of funds unexpected or the result of poor money management?
Is the request based on need or desire?
Is more information or supporting documentation required to make a
decision?
What can be done to solve the applicant's problem?
Can the applicant manage the situation with his or her own resources?
Are there other resources (funds, private or government programs,
charities, etc.) that may be used to provide assistance?
Has the applicant received assistance in the past for similar reasons?
What can be done to prevent this problem from recurring?
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Is a need for financial counseling or other professional assistance
indicated?
If assistance is provided, will it solve the applicant's need or are other
resources needed?
Does the request fall within existing CGMA guidelines?
Is an exception to normal policy justified?
Will assistance be authorized as a loan, a grant, or a combination of both?
Is non-financial assistance (counseling, referral, etc.) more appropriate?
Does the request fall within your authority, or must it be forwarded?
Depending on the situation, you may wish to consider other items to assist you in
making a decision on the case.
Using common sense and good judgment are key elements when determining how
and when CGMA may provide assistance to a client.
Additional guidance and interpretation of these policies and procedures is
available from CGMA-HQ, when needed. Representatives are encouraged to
contact CGMA-HQ, prior to providing assistance or disapproving a request for
assistance, with questions they may have or for help in processing any case
received. (See paragraph 2-D-2 for CGMA-HQ contact information.)
7. When to Consider a Grant vs. a Loan
Historically, the majority of financial assistance provided in the form of interest-
free loans with repayment of these loans helping to fund future assistance.
However, maintaining a person’s sense of self-respect is an essential element of
constructive assistance, and there are situations where a loan will offer little
prospect of real help, or where repayment of a loan may create an additional
hardship.
When determining whether to provide a grant versus a loan, the client’s entire
situation must be taken into account. What is the request for? What are the
reasons the client does not have funds? What does the budget indicate concerning
the client’s financial status?
The type of assistance requested and the reason for lack of funds are important
factors. It may be that the client has been irresponsible or simply living beyond
their means. CGMA funds should not be used to reward financial irresponsibility.
It would be unfair to provide a grant to a client who has unnecessarily acquired so
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much debt that a loan could not be repaid, while at the same time asking a client
who has been living within a budget and doing without, to repay a loan.
The client’s monthly budget is also an important factor. Nevertheless, a grant
may not be indicated even though a client presently has a monthly deficit and
cannot repay a loan at the time assistance is requested. When it appears that the
client's ability to repay will change in a reasonable length of time. a loan would be
more appropriate, with repayment deferred to allow time to work with a counselor
or find other solutions to the financial problem.
Grants are not to be given for expenses that will be reimbursed by other sources
such as insurance companies or the government.
A grant is not to be given simply as an expression of sympathy or to compensate
for financial loss due to perceived or actual government error. In all cases, a
client’s present financial need is the determining factor.
Some programs have additional policies and limitations as to when a grant may or
may not be provided. (See the appropriate type of assistance in section 3-C for
additional information.)
All grant requests must be forwarded to the Executive Director or Board of
Control for approval.
8. Repayment Terms
Loan repayment terms are to be determined IAW 5-B.
9. Special Situations
a. General
Specific information concerning eligibility to receive assistance and
limitations on the amount of assistance authorized under special situations is
contained in paragraph 3-B-3. These special situations include:
CGMA Sponsor not available
Spouse does not have Power of Attorney
Spouse has Power of Attorney
Spouse has Pre-Authorization Form
CGMA Sponsor Disapproves Request
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CGMA Sponsor in Confinement
CGMA Sponsor AWOL or Declared a Deserter
Marital Separation
Abusive Situation
Death or Critical Medical Condition of the CGMA Sponsor
Pending Discharge, Separation or Termination
CGMA Sponsor Approaching End of Obligated Service
b. Assistance During Emergencies
In emergency situations (death in the immediate family, emergency travel, and
other emotionally sensitive situations described in paragraph 3-C-2)
Representatives may waive or postpone the requirement for providing full
documentation and completing a budget until a later appropriate time.
c. CGMA Sponsor Not Available or Disapproves a Request
The CGMA sponsor should normally be the applicant; however, there will be
situations where eligible family members may request assistance. When
possible, the CGMA sponsor should be contacted prior to providing assistance
to coordinate and approve the request.
See paragraph 3-B-3 for additional eligibility and limitations on assistance
under special circumstances.
See paragraph 3-E-7 for additional requirements when CGMA sponsor is not
available.
Note: CGMA Sponsor - Non-Responsibility Statement
Contact CGMA-HQ if a CGMA sponsor initiates a specific written or oral
request that CGMA refrain from providing any assistance to their eligible
family members. CGMA will honor that request by having CGMA-HQ add
the sponsor to the CGMA Restricted List and will place an appropriate
comment on the sponsor's account to monitor the request. (See paragraph 2-
D-2 for CGMA-HQ contact information.)
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d. Borderline Cases
Borderline cases are those cases that do not quite fit into existing programs
and policies. They are the type of case that after consideration may result in a
logical decision to help the client within existing CGMA programs.
Borderline cases are not the type that, while they may appear to merit
assistance, fall outside of authorized policies and programs and will require
exception to existing policy.
While Representatives have a fiduciary responsibility to those who donate to
see that existing policies and procedures are followed and that funds are used
for the intended purpose, borderline cases generally are to be decided in the
client's favor. A good guide to help determine if assistance should be
provided in a borderline case would be to consider whether the typical Coast
Guard member contributing to CGMA would feel the decision was in the best
interest of the client and CGMA.
Although Representatives are authorized to decide borderline cases, this
policy does not grant Representatives authority to make exceptions to existing
policies. Cases that require exception to existing policies are to be processed
in accordance with section 4-C.
Additional guidance and interpretation of this policy is available from
CGMA-HQ, when needed. Representatives are encouraged to contact
CGMA-HQ, prior to providing assistance or disapproving a request for
assistance, with questions they may have or for help in processing any case
received. (See paragraph 2-D-2 for CGMA-HQ contact information.)
e. Clients Nearing Separation
1) General
There are a variety of reasons a client may be nearing the end of their
employment with the Coast Guard. Due to the nature of casework, it is not
feasible to anticipate all possible situations that can occur as a client nears
separation. Representatives should contact the CGMA-HQ Executive
Director, Director of Administration or Director of Finance, with
questions they may have or for help in processing a request for assistance
for a client nearing separation. (See paragraph 2-D-2 for CGMA-HQ
contact information.)
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2) Normal, Scheduled or Medical Separation
a. Emergency Assistance
Emergency assistance, as defined in paragraph 3-C-2, may be provided
in extenuating circumstances for bona fide emergencies to clients who
are nearing separation from the Coast Guard, provided their separation
is for normal or scheduled reasons. This may include clients who are
separating from the Coast Guard at the end of their enlistment or
obligated service, clients whose contract with the Coast Guard is
ending, and clients who will receive a medical separation.
Emergency assistance may be provided in these situations even if the
client's obligated service is scheduled to end before a loan could be
repaid and when the client is not expected to remain with the Coast
Guard. This does not include providing assistance for "an emergency
in the mind of a client".
b. Non-Emergency Assistance
Non-emergency assistance may be given if the client is expected to
remain with the Coast Guard after the end of the current enlistment or
obligation. This will normally apply to clients who are expected to
reenlist or extend their enlistment at the end of their current enlistment.
This may also apply when the client's contract with the Coast Guard is
expected to be renewed or extended and may include others who are
otherwise expected to remain employed by the Coast Guard following
their current obligation. Non-emergency assistance may also be given
to active duty members who are scheduled to retire and will receive
their military retired pay from the Coast Guard.
3) Separation Resulting From Disciplinary Action
Assistance to clients who are facing disciplinary action that could result in
discharge, separation or termination of employment from the Coast Guard
will be limited to emergency assistance essential for basic needs to prevent
privation.
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10. Providing Financial Assistance
a. Prior to Providing Assistance
Discuss the following items with the client and ensure that the client:
Understands their personal responsibility and terms for repaying any
loan provided
Agrees to keep CGMA advised of any change in duty assignments,
mailing address, status, etc
Acknowledges their responsibility to notify CGMA if future financial
conditions make repayment of the loan a hardship
Understands that if they fail to repay the loan they will be placed on
the CGMA Restricted List and will not be able to receive further
assistance without specific prior approval of CGMA-HQ, and that
CGMA may use a collection agency to collect overdue accounts and
this may be reflected on their credit report. (See section 5-D for
additional information)
b. Making Checks Payable to Creditors vs. Applicants
Checks should be made payable to the creditor or the provider of services
whenever possible. This may include making checks payable to a car repair
facility, a landlord, utility companies, charge card companies, etc. Checks
should be made payable to the applicant or client only in extenuating
circumstances. Such circumstances should be annotated in the remarks block
of the CGMA Form 52. Checks must be made payable to creditor or provider
of services for all Debt Management cases.
Adhering to this policy is not intended as a sign of mistrust, or that the client
will misuse the funds. It is intended to help ensure that CGMA funds are
being used for their intended purpose. It also shortens the time necessary to
make a payment, since the client will not have to deposit the CGMA check
into their account, and then write another check to the creditor.
c. Issuing the CGMA Check (CGMA Form 52)
The CGMA Check (CGMA Form 52) must be used by CGMA
Representatives to provide financial assistance to members of the Coast Guard
family. CGMA Form 52 is a multi-task form used to:
Provide CGMA Assistance
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Record loans and grants
Acknowledge the applicant's receipt of assistance
Provide repayment information
Provide allotment authorization
Allow for deduction from final pay for active duty members
Accountability: CGMA Checks (CGMA Form 52) are accountable and must
be safeguarded at all times. CGMA Form 52s must never be discarded or
destroyed without authorization from CGMA-HQ. See paragraph 6-C-3 for
additional information.
Availability: See paragraph 6-C-4 for information on obtaining CGMA Form
52s.
Processing: Except in emergency situations, the Case Management Program
(CMP) will be used to issue all CGMA financial assistance. See appendix E
for additional information on using the CGMA-CMP program. When
assistance is time-critical and the CGMA-CMP is not available, checks may
be prepared by hand or typewriter. The case must be entered in the CGMA-
CMP once the system is again available. Checks for the Supplemental
Education Grant (SEG) are not considered time-critical and must be prepared
using the CGMA-CMP in all cases. See paragraph 3-C-7.c for processing
SEG applications.
Signatures: After the CGMA Form 52 has been completed (printed, typed, or
handwritten) the applicant and the Representative are to thoroughly review the
form for accuracy and completeness. After verifying all the information is
accurate, the CGMA Representative (this must be the same person whose
name appears on the check) and the applicant are to sign and date the form.
Disposition: After the applicant and the Representative have signed the
CGMA Form 52:
The original check (the top section of the form) will be sent to the
creditor or given to the applicant as appropriate
The bottom section of the form will be retained in the local CGMA
Representative's files, along with all supporting documents,
applications (CGMA-5s), receipts, budget forms, etc. Do not forward
supporting documents to CGMA-HQ. (See section 6-A for additional
information concerning maintaining CGMA files)
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Give a copy of the completed Form CGMA 52 to the applicant
11. Providing Non-Financial Assistance
There will be times when providing direct financial assistance is not appropriate
or is ineffective in solving a client's problem. There will also be times that
financial assistance is only a part of the solution to a problem. The client may
also need other resources, such as the help of a financial counselor, a health
benefit advisor or another professional to explore ways to provide a long-term
solution to their problem.
In these types of cases, Representatives are asked to assist the client in finding a
non-financial solution to their problem. This may include arranging for
professional financial or budgeting counseling, referring the client to the
appropriate Work-Life office, health benefit advisor, or another individual or
organization better suited to assist the client in resolving their problem.
Representatives are not expected to perform all of the work for a client, nor are
they expected to personally provide services for which they are not trained, and
should refer the client to the appropriate expert or professional for assistance.
See paragraph 3-C-6 for additional information concerning financial counseling
and debt management.
12. Closing the Case
After financial or non-financial assistance is provided, or when a request for
assistance is disapproved (including any appeals), a case is considered closed and
the Representative is to take the following actions:
Provide the client with a copy of all documentation
Create and maintain a case file on each applicant for future reference.
Include all documentation relating to the case. (See section 6-A for
additional information concerning record keeping requirements)
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G. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director, Director of Administration or Director
of Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
Coast Guard Mutual Assistance Manual Chapter 5. Loan Repayments
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Jul 2010
Table of Contents
Section Subject Page
A. Introduction 5-1
B. Loan Repayment 5-1
1. General 5-1
2. Repayment Policies 5-1
a. General 5-1
b. Allotment vs. Cash Repayment 5-2
c. Start Date 5-2
d. Reimbursement From Other Sources 5-2
e. Underpayments and Overpayments 5-3
3. Repayment Options 5-3
a. Allotment 5-3
b. Cash 5-3
4. Repayment Guidelines 5-4
a. Establishing Repayment Terms 5-4
b. Repayment Schedules 5-4
5. Processing Allotment Repayments 5-5
a. General 5-5
b. Deductions From Pay 5-6
c. Repayment Options - No Previous Loan Balance 5-6
d. Repayment Options - With a Previous Loan Balance 5-6
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Table of Contents
Section Subject Page
6. Processing Cash Repayments 5-7
a. General 5-7
b. Making Payments 5-7
c. Cash Billing 5-7
d. Responsibility for Cash 5-8
e. Lost Payments 5-8
f. Non-Sufficient Funds Checks 5-8
C. Lost Checks/Stop Payments 5-9
1. General 5-9
2. When Will a Stop Payment be Issued 5-9
3. Cost 5-9
4. Responsibility 5-9
5. Reissuing a CGMA Check 5-9
D. Delinquent and Uncollectible Accounts 5-11
1. Delinquency Accounts 5-11
2. Notification Letters 5-11
3. Collection Agency Actions 5-11
4. Restricted Accounts 5-12
5. Providing Assistance to Delinquent or Restricted Clients 5-13
E. Bankruptcy 5-14
1. General 5-14
2. Responsibility 5-14
a. Representatives 5-14
b. CGMA-HQ 5-14
3. Future Assistance 5-14
4. Reestablishing Loan Payments 5-15
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Table of Contents
Section Subject Page
F. Converting a Loan into a Grant 5-16
1. General 5-16
2. Procedures 5-16
a. Client 5-16
b. Representatives 5-17
c. CGMA-HQ - Cases Under $6,000 5-17
d. CGMA-HQ - Cases Over $6,000 5-17
G. Outstanding Loan Balance at Time of Separation 5-19
H. Deceased Clients 5-19
I. Loan Underpayments, Overpayments and Refunds 5-19
1. Underpayments 5-20
2. Overpayments 5-20
3. Refunds 5-20
J. Additional Information 5-20
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A. Introduction
This chapter covers the various policies involved with loan repayments.
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur. There will be times an exception to normal CGMA policy may be
justified. (See section 4-C for additional information concerning exceptions to
CGMA policy, prior to providing financial assistance.)
B. Loan Repayment
1. General
The viability of CGMA's assistance program depends on loan repayments.
Repayment of CGMA loans provides the major source of operating funds to
provide new assistance. It is expected that each person receiving assistance from
Coast Guard Mutual Assistance in the form of a loan will repay that loan in full,
in accordance with the repayment terms established at the time assistance is
rendered.
All loan repayments must be sent to CGMA-HQ. The client's CGMA account
will not reflect any payment until the payment has been received and processed
by CGMA-HQ.
CGMA-HQ maintains one account for each person who has received assistance,
regardless of the number of loans and grants received. All payments received will
be applied to the client's total outstanding account balance, not to specific loans.
Note: The policies and procedures in this section apply when providing assistance to a
CGMA client. They do not apply when providing assistance to a Department of
Defense (DOD) member. (See section 4-E for additional information when
providing assistance to a DOD member.)
2. Repayment Policies
a. General
Except as noted, the intent of CGMA's repayment policy is to have all clients
repay their loans within 12 months when possible, within 36 months if
necessary, but not more than 60 months without contacting CGMA-HQ. (See
paragraph 2-D-2 for CGMA-HQ Points of Contact information.)
Each new loan issued requires the establishment of a new allotment or cash
repayment schedule.
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b. Allotments vs. Cash Repayment
Repayment by allotment is preferred for active duty and retired members and
civilian employees. Cash repayment for these individuals should be
considered an exception to normal policy and should be limited to cases where
assistance is provided for pay, allotment, or travel problems, where repayment
will be made with a lump-sum cash repayment within 30 days from the check
issue date. Representatives may make exceptions to the cash repayment
policy on a case-by-case basis when appropriate. The decision for an
exception must be based on personal knowledge of the client and the
circumstances of the case. In rare cases when cash payment is approved for
an individual who is authorized to have an allotment, the CMP system will
automatically enter a statement in the Remarks Block when the check is
printed, authorizing CGMA to start an allotment in the event the client is
unable to repay by cash as originally agreed. CGMA-HQ will process this
"back-up allotment" if the client does not make cash payments as agreed or if
the client's check is returned for non-sufficient funds.
Cash repayment is the only method available for Reserve, Auxiliary, and
family members, and retired members who receive their entire retired pay
from sources other than the Coast Guard.
c. Start Date
A specific repayment start date must be established in each case. Normally,
repayment will start the first month after assistance was provided.
When appropriate, the Representative may delay the start of repayment for up
to 3 months, when an earlier start date will cause a hardship for the client. A
delay of over three months requires CGMA-HQ approval. Contact the
CGMA-HQ Director of Administration, Director of Finance or Executive
Director, prior to providing assistance. (See paragraph 2-D-2 for CGMA-HQ
Points of Contact information.)
d. Reimbursement From Other Sources
Repayment of a CGMA loan must not be conditional on the client receiving
reimbursement from another source (i.e., where a client will repay CGMA
upon receipt of check from insurance company). While this may be the
intended method of repayment, it must be made clear to the client that the
CGMA loan must be repaid whether or not outside reimbursement is received.
If appropriate, the Representative may delay the start of repayment up to 3
months to allow time for the client to receive outside reimbursement.
If the client receives the anticipated reimbursement from the outside source
and lump-sum payment is made to CGMA, the client must include a short
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comment with the payment, indicating that the originally requested allotment
will not be necessary. CGMA-HQ will take action to stop the allotment. If
repayment is not received, the allotment will start as scheduled.
e. Underpayments and Overpayments
The total scheduled repayment must be equal to, or greater than, the total
dollar value of the loan issued for each case. Any overpayment over $5.00
will be returned by CGMA-HQ directly to the client. Any underpayment over
$5.00 will cause the loan to be declared delinquent. For underpayment of less
than $5.00, the loan will be considered paid-in-full.
In the case of overpayments, refunds will be processed by CGMA-HQ.
Representatives are not authorized to issue refunds for loan overpayments, nor
are Representatives authorized to provide a new "loan" to a client due to an
overpayment. (See section 5-I for additional information concerning
underpayments, overpayments and refunds.)
3. Repayment Options
When a loan is issued, the client and Representative will have two repayment
options:
Allotment
Cash
a. Allotment
This is the preferred method of repayment for active duty, civilian, and retired
military clients.
b. Cash
Use this option when the client intends to repay the loan with a lump-sum
cash repayment within 30 days from the check issue date. If the repayment is
not made as agreed, and the client is active duty, civilian, or retired military,
the client MUST agree to an allotment (automatic deduction from pay) with
the full amount owed withheld over one month (two paydays), or the
minimum number of months (or paydays) needed, as determined by the
amount of pay available.
Use this option for Auxiliary members, Reserve members, widows, widowers
and others, retired military (paid by the VA), and Commissioned Personnel of
the Public Health Service serving with the Coast Guard. This option is
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necessary because these clients are unable to have an allotment or automatic
deduction from any pay.
4. Repayment Guidelines
a. Establishing Repayment Terms
Representatives are to establish repayment terms for all cases, (except cases
reviewed by the Executive Director or the Board of Control) based on the
merits of each case as well as the client's ability to repay. While excessively
long repayment terms are to be avoided, Representatives must ensure that
repayments extend over a reasonable period of time so the client's budget will
not be unduly strained.
In this respect, it should be remembered that the ability to repay varies with
individual circumstances, and that a comparatively small repayment may be a
greater hardship for a low-income family than a larger repayment amount to a
person with a higher income.
The determining factors are the degree of hardship and the most constructive
solution of the particular problems presented. Where judgment dictates a
whole or partial grant as the most appropriate means of real help, this form of
assistance should be readily utilized. (See paragraph 4-F-7 for additional
information concerning grants.)
These guidelines are established to ensure that assistance and repayment is
consistent throughout the organization. They are intended to apply to normal
cases and normal procedures. They are not intended to apply to bona fide
emergencies, exceptional situations, nor situations in which the repayment of
the loan would impose an undue financial hardship. In all cases, need and
potential for repayment shall be the governing factor when determining the
repayment amount.
b. Repayment Schedules
Loans will be repaid within 12 months, when possible, within 36 months, if
necessary, but not more than 60 months without contacting CGMA-HQ. (See
paragraph 2-D-2 for CGMA-HQ Points of Contact information.)
Monthly payments will normally not be less than $100 per month for
Commissioned Officers, Warrant Officers, Enlisted Members E-7 (and
above), and Civilian Employees GS-8/WG-8 (and above). Monthly payments
will normally not be less than $50 per month for all others.
Specific repayment terms have been established when assistance is provided
for the following reasons.
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Assistance provided for pay, allotment, or travel problems, regardless
of amount, should normally be repaid lump sum upon receipt of the
missing pay. If appropriate, Representatives may delay repayment to
allow time for the problem to be resolved. Repayment may be by cash
or allotment
Loans for Housing Assistance will normally be repaid within 60
months, with a minimum monthly payment of $100, regardless of rate
or rank
Debt Management Program loan repayment terms will be determined
by CGMA. Representative should give consideration to the financial
counselor's recommendation when determining the repayment amount.
However, repayment will not exceed 60 months without CGMA-HQ
approval
Note: When a case is forwarded to a higher authority (Executive Director or Board of
Control) for review, and that authority approves assistance and establishes
repayment terms, Representatives are not authorized to make changes to the
assistance authorized or the repayment terms established without obtaining
approval from the higher authority.
Representatives are encouraged to contact CGMA-HQ, prior to providing
assistance or disapproving a request for assistance, with questions they may have
or for help in processing the case. (See paragraph 2-D-2 for CGMA-HQ contact
information.)
5. Processing Allotment Repayments
a. General
CGMA-HQ will process all allotments to repay CGMA loans, including
Starts, Stops and Changes. This includes allotments for active duty and
retired members and civilian employees. (See chapter 7 for information
concerning contribution allotments.)
Allotments will normally be processed using the information contained on the
CGMA Form 52. It is essential that an original signature is on the bottom
portion of the CGMA Form 52 kept locally.
All requested changes to allotments made after a loan has been issued,
including restarting an allotment, changing the amount of the allotment, and
repaying by allotment when cash repayment was originally requested, etc.,
must be processed by CGMA-HQ.
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b. Deductions From Pay
All repayment amounts entered in the CGMA-CMP program are considered
monthly payments. Each pay office will follow slightly different procedures
when handling allotments to repay CGMA.
Active duty members: Half of the monthly amount will be deducted
from their mid-month and end-of-month paychecks. The monthly
allotment amount will be sent to CGMA at the end of the month and
credited to their CGMA account
Retired members: The full monthly amount will be deducted from
their monthly-retired pay. The allotment will be sent to CGMA and
credited to their CGMA Account on the first workday of the following
month
Civilian employees: Half of the monthly amount will be deducted
from their biweekly pay. The allotment will be sent to CGMA on a
biweekly basis and will be credited to their CGMA account upon
receipt
c. Repayment Options - No Previous Loan Balance
When processing a repayment by allotment for a client not having a previous
loan balance, Representatives have the following options:
Start a new allotment effective the following month
Delay the start of the new allotment for up to 3 months, when
appropriate, based on the circumstances of the case
Contact CGMA-HQ to request delays of over 3 months
d. Repayment Options - With a Previous Loan Balance
When processing a repayment by allotment for a client who has an
outstanding balance from a previous loan(s) at the time a new loan is issued,
Representatives may consider the following options when determining how to
repay the new loan:
Combine the new loan with the client's current account balance. A
new repayment amount will be established to pay-off the client's new
account balance (the total of the new loan provided and the client's
previous balance)
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Delay the start of the new allotment repayment, when appropriate, for
up to 3 months, based on the circumstances of the case, provided the
previous account balance would be paid-in-full by the time the new
allotment is to take effect
6. Processing Cash Repayments (Payment by Check or Money Order)
a. General
One of the more difficult collection actions facing CGMA is from individuals
wanting to repay their CGMA by cash (check or money order). A large
number of these cases become delinquent. Attempting to collect on these
cases increases the workload for both CGMA-HQ and Representatives.
Because of these problems, it is CGMA's policy, that except as noted, cash
repayment will normally be limited to individuals who are not entitled to have
an allotment to CGMA, including Auxiliary members, widows, widowers and
others, Reserve members and retired members not receiving their retired pay
from the Coast Guard. (See paragraph 5-B-2 for additional information.)
b. Making Payments
Clients are to make cash (check or money orders) payments directly to
CGMA-HQ. Cash payments may be made in the form of a check or money
order. The check or money order must:
Be made payable to Coast Guard Mutual Assistance or CGMA
Indicate that it is to repay a CGMA Loan
Contain the Name and Account Number of the person having the
outstanding loan
Be mailed directly to:
Coast Guard Mutual Assistance
1005 N. Glebe Road
Suite 220
Arlington, VA 22201
c. Cash Billing
Each month CGMA-HQ mails a statement to each client who is scheduled to
repay their CGMA loan by cash (check/money orders). The statement shows
the current outstanding CGMA Loan Balance, the Last Payment amount (if
any) and date posted, and the amount due by the end of the current month (the
statement also notifies clients when their payment is overdue). The statement
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has a detachable coupon that the client can tear off, write in the amount of the
payment and return to CGMA-HQ along with their payment.
Note: When a client repaying a loan by allotment (or scheduled to repay by
allotment) would like to make a cash (check or money order) payment to
payoff the loan, the client or Representative should contact CGMA-HQ to
determine when the allotment can be stopped and obtain a pay-off amount.
Failure to contact CGMA-HQ to verify the correct pay-off amount could
cause the client's account to be overpaid, necessitating a refund to the client.
d. Responsibility for Cash
It is the client's responsibility to convert cash into a check or money order for
payment to CGMA. CGMA will not reimburse an individual for the cost of
converting cash into a check or money order. Cash should never be sent
through the mail.
CGMA will not be responsible for cash payments sent through the mail.
e. Lost Payments
CGMA will not be responsible for misdirected checks and money orders that
are lost in the mail, or for whatever other reasons are never received by
CGMA-HQ.
f. Non-Sufficient Funds Checks
When the bank returns a client's loan payment check due to Non-Sufficient
Funds (NSF), or for other similar reasons such as when the client requests stop
payment on a check or closes the source account, the following will occur:
CGMA-HQ will remove the payment from the client's account
CGMA-HQ will contact the client to have the client make payment
using a money order or certified check (a personal check is not
acceptable)
Questions concerning NSF checks should be directed to the CGMA-HQ
Financial Assistant. (See paragraph 2-D-2 for CGMA-HQ contact
information.)
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C. Lost Checks/Stop Payments
Approximately 400 individuals have signing authority and are located at over 130
locations throughout the Coast Guard. Together they issue more than 7,000 CGMA
checks annually. Occasionally, a CGMA check will be lost or stolen. In these
situations a stop payment on the check may be requested.
1. General
When a CGMA check has been lost or stolen and after a thorough investigation to
locate the missing check has been completed, Representatives are to contact
CGMA-HQ to discuss having a stop payment placed on the check.
Representatives are not to contact the bank directly. (See paragraph 2-D-2 for
CGMA-HQ contact information.)
Depending on the situation, CGMA-HQ will decide if a stop payment is
warranted. If the decision is made to place a stop payment on the check, CGMA-
HQ will contact the bank to have stop payment action taken.
2. When Will a Stop Payment Be Issued
A stop payment will be issued when it appears that not doing so will result in a
financial loss to CGMA.
A stop payment will not be issued when a client has a disagreement with a vendor
about incomplete or unsatisfactory work or service. The client must resolve these
types of problems through established legal channels.
3. Cost
Clients may be responsible for any cost associated with the stop payment.
4. Responsibility
The client will not be held responsible for checks they did not cash. However, if
an investigation determines that the CGMA client has cashed, or was involved in
the check being cashed fraudulently, CGMA will take action to collect from the
individual cashing the check, including prosecuting when warranted. Again, the
client will not be responsible for repayment of the lost or stolen check unless they
were involved with the cashing of the check.
5. Reissuing a CGMA Check
After obtaining approval from CGMA-HQ, Representatives can issue a
replacement check. In these cases, the original check number must be entered in
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the remarks block of the replacement check, along with the name of the person at
CGMA-HQ who authorized the stop payment, and the date of the conversation.
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D. Delinquent and Uncollectible Accounts
Losses due to delinquent and uncollectible accounts are a substantial expense for
CGMA and limit the amount of funds available to assist new clients. Action by
CGMA-HQ and Representatives is needed to keep the total delinquent and
uncollectible accounts to a minimum. Authorization from CGMA-HQ is required
prior to providing assistance to anyone who is delinquent or who appears on the
Restricted List. (See paragraph 5-D-5 for additional information.)
1. Delinquency Accounts
Representatives can view delinquent accounts using the Active Loan List in CMP.
Delinquent accounts are displayed in red.
Representatives are encouraged to contact those clients who have become
delinquent and attempt to get the client to resume payments.
Representatives should advise the CGMA-HQ Financial Assistant of any updated
information they may acquire.
Clients who become delinquent, who are repaying via allotment or payroll
deduction, will have their repayment schedule converted to Cash, and billing
statements will commence to the best known mailing address.
2. Notification Letters
Billing Statements are mailed at the beginning of each month to all clients not
repaying by allotment or payroll deduction.
Clients are considered to be current if they made a payment in the past 30 days.
Overdue statements are tailored based on the length of delinquency as follows:
Over 30 days but less than 60 – warning 30 days past due
Over 60 days but less than 90 – warning 60 days past due
Over 60 days but less than 120 – warning 90 days past due (final notice)
Once an account reaches 120 days past due it is written off. Where the amount is
$100 or greater the account may be sent to a collection agency.
3. Collection Agency Actions
When attempts by CGMA to reestablish payment have failed, CGMA-HQ will
turn the client's account over to a collection agency and the following actions will
be taken:
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The collection agency will attempt to collect from the client, following
procedures approved by CGMA-HQ
If the client fails to repay the collection agency, the agency will record the
fact that the client defaulted on the individual’s credit record. This
statement will not be removed from the client's credit report until the loan
is paid in full or other arrangements have been made to satisfy the account
The collection agency will notify CGMA-HQ when a client has repaid in
full or in part
Note: If a client decides to make payments after being contacted by the collection
agency, the payments are to be directed to the collection agency, not CGMA-
HQ
4. Restricted Accounts
The individuals listed on the Restricted List are restricted from receiving any
further assistance from CGMA. The majority of these individuals have defaulted
on their CGMA loan(s) and have failed to respond to CGMA's attempts to
reestablish loan payments as discussed above. Therefore, their accounts have
been declared uncollectible and may be turned over to a collection agency. (See
section 6-D for more information concerning CGMA reports.)
a. In addition to defaulting on their CGMA loan(s) clients may be placed on the
Restricted List when they abuse their CGMA privileges or declare
bankruptcy.
b. Clients may be placed on the Restricted List:
At the direction of the BOC
At the direction of the Executive Director
When requested by a Representative and approved by the BOC or
Executive Director
c. Clients may be removed from the Restricted List:
When an error is discovered that warrants removal
When an account was sent to a collection agency and the client
reestablishes payments to CGMA prior to being contacted by the
collection agency
At the direction of the BOC
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At the direction of the Executive Director
5. Providing Assistance to Delinquent or Restricted Clients
a. Prior to providing assistance, Representatives are to review both the Active
Loan List and the Restricted List, to determine if the individual has an
outstanding loan balance with CGMA and to determine the client's account
status. (See section 6-D for more information concerning CGMA reports.) In
addition, the CGMA-CMP program is designed to prevent Representatives
from erroneously providing assistance to a client appearing on the Restricted
List without prior approval from CGMA-HQ.
b. If a review of the Active Loan List indicates that the client is delinquent, or
the client appears on the Restricted List, the Representative is to contact the
CGMA-HQ Director of Finance, Director of Administration or Executive
Director, to determine the individual’s situation and what action is to be taken.
(See paragraph 2-D-2 for CGMA-HQ contact information.)
c. If CGMA-HQ cannot be contacted in time critical situations, Representatives
may approve emergency assistance, as defined in paragraph 3-C-2, for clients
who are delinquent or on the Restricted List, in extenuating circumstances for
bona fide emergencies. This does not include "emergency in the mind of the
client." If assistance is approved under these conditions, the check must be
prepared offline (manually) and CGMA-HQ must be contacted as soon as
possible.
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E. Bankruptcy
1. General
There may be times when filing for bankruptcy will be in the best interest of the
client. However, CGMA Representatives are cautioned not to discuss or
recommend filing bankruptcy with a client. The decision to file bankruptcy is one
that should be made by the client following professional credit counseling and
after receiving proper legal advice concerning the options and repercussions of
filing bankruptcy. Financial assistance will not normally be provided to assist a
client with filing for bankruptcy. (See paragraph 3-C-6 for additional information
concerning financial counseling and debt management.)
Depending on the type of bankruptcy the client has chosen, Chapter 7 -
Liquidation or Chapter 13 - Adjustment of Debt of Individuals with Regular
Income, the state where the bankruptcy was filed and the requirements of the
court order, actions taken by CGMA may vary considerably from case to case.
2. Responsibility
a. Representatives
Representatives are to contact the Executive Director, Director of
Administration or Director of Finance as soon as they become aware that a
CGMA client has declared bankruptcy. Copies of any court order, notice or
other document received concerning the bankruptcy of a CGMA client are to
be immediately faxed to CGMA-HQ, with the original documents mailed to
CGMA-HQ as soon as possible. (See paragraph 2-D-2 for CGMA-HQ
contact information.)
b. CGMA-HQ
Upon notification of the bankruptcy, CGMA-HQ will be responsible for
complying with the court order or bankruptcy decision. This may include:
providing additional information concerning the client's CGMA account or
loan balance, reducing or stopping repayment, taking necessary allotment
action, refunding any erroneous payments received or other monies due to the
court, or other actions as required by the court.
3. Future Assistance
All clients declaring bankruptcy will be placed on the CGMA Restricted List (see
paragraph 5-D-4 for additional information concerning restricted accounts) and
any future assistance to the client will require CGMA-HQ approval.
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Note: Depending on the requirements of the court order and type of bankruptcy, CGMA
may have to obtain approval from the client's court trustee prior to providing any
additional assistance.
4. Reestablishing Loan Repayments
Clients wishing to reestablish loan payments to CGMA after declaring bankruptcy
must first verify with their legal counsel that they are allowed to make additional
payments to CGMA. Confirmation of this information must be included with any
payment made.
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F. Converting a Loan into a Grant
1. General
There may be times when it is appropriate for assistance originally given as a loan
to be converted into a grant. These requests should meet the same established
standard of need, as when initially providing a grant. (See paragraph 4-F-7 for
additional information.) Three of the most common reasons for requesting a loan
be converted into a grant are:
A client's financial condition changes after assistance has been provided
and repayment of the loan becomes a financial hardship. For example,
after receiving assistance, a retired member experiences a severe medical
complication that prevents continued employment, causing a large
reduction in family income that is expected to last for a long or indefinite
period of time. Sometimes a reduced payment may be appropriate
Time constraints prevented processing the request as a grant at the time
assistance was approved. For example, a loan was provided for
emergency travel associated with a death in the family, since time did not
permit approval of a grant by the Executive Director prior to the client's
departure
A person with a loan is reported deceased
Due to the nature of casework, it is not feasible to anticipate all possible situations
that can occur, and there may be other legitimate reasons why a client will request
their loan be converted into a grant. Representatives should contact the Executive
Director, Director of Administration or Director of Finance, with questions they
may have or for help in processing a request for a loan to be converted into a
grant. (See paragraph 2-D-2 for CGMA-HQ contact information.)
2. Procedures
The following procedures are to be followed when a client makes a request to
have their loan converted into a grant:
a. Client
The client must take the following actions:
Provide a statement as to why the request is being made.
Complete a new CGMA Application for Assistance (CGMA Form 5)
and a new CGMA Budget Form (CGMA Form 15) updating all
applicable information (see section 3-E for additional information)
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Provide any additional documentation necessary to support their
request
b. Representative
Upon receiving a request to convert a loan into a Grant, the Representative
will:
Review the request to see that it is thorough and complete
Endorse the request, including a recommendation for approval or
disapproval of the request
Forward the request with all supporting documentation to CGMA-HQ
Note: No "guarantee" should be given to the client, before or after assistance is
given, that their loan would be converted into a grant.
c. CGMA-HQ - Cases under $6,000
When the total amount of grants (not including education grants) received by
the client, including the current request, is less than $6,000, the Executive
Director will decide if the loan will be converted into a grant.
Approved: If the loan to grant request is approved, CGMA-HQ will inform
the Representative that the request has been approved. The Representative
will then inform the client.
Note: When appropriate, the full amount of a loan may be converted into a grant,
even if partial repayment has been made.
Disapproved: If the request to convert a loan into a grant is disapproved,
CGMA-HQ will notify the client in writing, with a copy to the Representative.
d. CGMA-HQ - Cases over $6,000
When the total amount of grants (not including education grants) received by
the client, including the current request, is more than $6,000, the Executive
Director will endorse the request, making a recommendation and forwarding
the request to the Board of Control, who will make the determination if the
loan will be converted into a grant.
The Executive Director will be informed of the Board's decision and will
complete the case by following the procedures described above for approved
or disapproved requests.
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When approved, CGMA-HQ will take necessary action.
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G. Outstanding Loan Balance at Time of Separation
Representatives are to advise all clients who have an outstanding loan balance at the
time they are separating from the Coast Guard, regardless of the reason they are
separating, that they are expected to repay the CGMA loan as they originally agreed.
Active duty members should be advised that the Coast Guard may withhold a portion
of their final pay upon separation to apply to their outstanding CGMA loan balance.
Active duty members who are retiring should also be advised that they may continue
to repay their CGMA loan with an allotment from their retired pay. They should
contact their self-service unit or self-service yeoman to have their CGMA allotment
continue into retirement.
Representatives should also advise all separating clients who have an outstanding
loan balance that CGMA will continue to attempt to recover all outstanding loans
regardless if the loan was given as emergency or non-emergency assistance. These
actions may include the use of a collection agency when appropriate. (See section 5-
B for additional information concerning repaying CGMA loans and section 5-D for
collection actions CGMA may take to collect outstanding loans.) Individuals facing
financial hardship following separation may consider applying to have their loan
converted into a grant in accordance with section 5-F.
H. Deceased Clients
Representatives are to contact CGMA-HQ as soon as they become aware that a
CGMA client with an outstanding loan balance is deceased. (See paragraph 2-D-2 for
CGMA-HQ contact information.) Upon notification, CGMA-HQ will convert the
remaining CGMA loan balance into a grant.
Surviving family members may be eligible for other assistance. (See paragraph 3-B-3
for additional information.)
I. Loan Underpayments, Overpayments and Refunds
Each time a CGMA loan is issued, Representatives must make sure that the total
amount of repayments are equal to, or greater than, the amount of the loan. Ideally,
the total amount of loan repayments will match the loan amount exactly.
Representatives are authorized to make small adjustments (less than $5.00) to the
loan amount and/or the repayment terms to achieve this goal. If the total amount of
repayment is not exactly the same as the loan amount, an underpayment or
overpayment may occur. (See section 5-B for additional information concerning loan
repayments.)
When an underpayment or overpayment occurs, CGMA-HQ will take the following
action.
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1. Underpayments
When the underpayment is less than $5.00, CGMA will write-off the remaining
balance, and the loan will be considered paid-in-full.
When the underpayment is over $5.00 and an additional payment is not received
within 30 days, the loan will be declared delinquent. (See section 5-D for
additional information concerning delinquent accounts.)
2. Overpayments
When the overpayment is over $5.00, CGMA-HQ will issue a refund directly to
the client as described below.
3. Refunds
CGMA-HQ maintains one account for each person who has received assistance,
regardless of the number of loans and grants received. All payments received will
be applied to the client's total outstanding account balance, not to specific loans.
The client's CGMA account will not reflect any payment until the payment has
been received and processed by CGMA-HQ. Refunds will not be issued while the
client's account shows an outstanding balance.
CGMA-HQ will issue refunds directly to clients in accordance with the following:
Refunds will generally be processed on a weekly basis
The refund will be mailed to the last address on file
Clients should wait at least 3 weeks after they believe an overpayment was
made, to contact CGMA-HQ to determine the status of the refund
Refunds will not be made until CGMA actually receives the funds that
cause the overpayment
J. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the Executive Director, Director of Administration or Director of Finance.
(See paragraph 2-D-2 for CGMA-HQ contact information.)
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Table of Contents
Section Subject Page
A. Record Keeping Requirements 6-1
1. CGMA Reference Materials 6-1
2. Unit Files 6-1
3. Case Files 6-2
4. Disposal of Records 6-3
B. Audits 6-4
1. Relief Audit 6-4
2. Special Audits 6-4
C. CGMA Forms 6-5
1. General 6-5
2. Campaign Forms 6-5
3. Accountable Forms and Security 6-6
4. Obtaining Forms 6-6
5. Printing Forms 6-7
D. CGMA Reports 6-8
1. Active Loan List 6-8
2. Assistance Summary Report 6-9
3. Restricted List 6-9
4. BOC Minutes 6-10
5. List of Representatives and Assistant Representatives 6-10
E. Credit Reports 6-11
1. Purposes of Obtaining Credit Reports 6-11
2. Policy 6-11
3. Restrictions 6-11
4. Obtaining Credit Reports 6-12
F. Additional Information 6-12
Coast Guard Mutual Assistance Manual Chapter 6. Administrative Operations
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Jul 2010
A. Record Keeping Requirements
The purpose of this section is to provide a uniform system for maintaining and
disposing of Coast Guard Mutual Assistance administrative and financial material.
1. CGMA Reference Material
CGMA-HQ will develop and make available the following materials to each
Representative. Representatives are responsible for reviewing the material and
making it available to others as needed.
CGMA Manual (CGMA Website)
CGMA Annual Report (CGMA Website)
CGMA Information Brochure (Mailed as Needed)
Active Loan List (CMP)
Assistance Summary Report (CMP)
Restricted List (E-mailed Monthly)
List of Representatives and Assistant Representatives (E-mailed Monthly)
2. Unit Files
Coast Guard Mutual Assistance applications, documents, records, files, forms,
reports and correspondence, shall be maintained separately from other files at the
unit. At a minimum, the following items are to be retained within the unit’s
CGMA files.
Appointment Letter for the Representative and each Assistant
Representative
Representative Certification Form (CGMA Form 20)
Assistant Representative Certification Form (CGMA Form 20a)
Audit Form (CGMA Form 21), if applicable
A copy of the latest Bank of America - Bank Signature Card signed by
every person at the unit with CGMA check signing authority
Each CGMA-HQ letter assigning checks (CGMA Form 52) to the unit
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Any documentation pertinent to the administration of Coast Guard Mutual
Assistance
3. Case Files
All documents and information regarding an applicant is considered privileged
information and shall be handled accordingly. No CGMA correspondence or loan
records will be placed in official Coast Guard personnel files of an individual
applying for, or receiving, CGMA assistance. (See section 1-H for additional
information concerning CGMA's confidentiality policy.)
There are two basic methods for maintaining case files. Although the first method
is preferred, both are acceptable. Representatives must decide which method will
best suit their record keeping needs.
A separate folder may be created for each case. All documents relating to
the case will be placed into the file. These folders will be maintained in
alphabetical order by last name, or
All documents relating to each case are attached directly to the unit’s copy
of the CGMA Check (CGMA Form 52) issued to an individual. These
documents will be filed in check number sequence
Regardless of the method chosen, at a minimum, the following items are to be
kept with each case:
The original CGMA Application for Assistance (CGMA Forms 1, 5 & 6)
or Supplemental Education Grant (SEG) Application (CGMA Form 10)
for every request received, including requests that were denied and those
sent to the Executive Director for approval
The original bottom section of each CGMA Check (CGMA Form 52)
issued. (Do not destroy any checks, unless directed by CGMA-HQ.)
When voiding a check, keep the bottom section of the check in the unit
files
Supporting documents, including copies of bills, estimates for repairs,
Consumer Credit Counseling Service recommendations, Closing
Disclosure Form, and other related documentation
Power of Attorney, Pre-Authorization Form, or statement of sponsor's
consent when providing assistance to family members
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4. Disposal of Records
Except as noted below, all CGMA administrative and financial records, including
individual case files may be disposed of four years after the date of preparation.
They must be destroyed in a manner appropriate for personally identifiable
information.
The following may be disposed of upon receipt of the replacement item:
Restricted List
CGMA Annual Report
CGMA Information Brochure
List of Representatives and Assistant Representatives
Unused Powers of Attorney and Pre-Authorization Forms may be disposed of
once their expiration date has passed. Powers of Attorney and Pre-Authorization
Forms that were used when providing assistance are to be attached to, and
disposed with, the case file.
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B. Audits
The objectives of an audit are to confirm that the activities of the CGMA account
being audited are effectively administered and that internal control measures are
adequate.
1. Relief Audit
A Relief Audit is to be conducted every time a CGMA Representative or
Assistant Representative is relieved, or assigned.
When possible, the incoming and outgoing CGMA Representatives or Assistant
Representatives will conduct the Relief Audit simultaneously and are to complete
and sign a Relief of CGMA Representative or Assistant Representative Audit
Form (CGMA Form 21).
If it is not possible to conduct the audit simultaneously, the incoming
Representative or Assistant Representative will complete the audit and indicate on
the Relief of CGMA Representative or Assistant Representative Audit Form
(CGMA Form 21) that the outgoing Representative or Assistant Representative
was not available.
The distribution of the completed Relief of CGMA Representative or Assistant
Representative Audit Form (CGMA Form 21), along with any comments,
explanatory notes or description of actions taken to correct any discrepancies, will
be as follows:
In the case of a Representative being relieved
o Copy to CGMA-HQ
o Original retained by Incoming Representative
o Copy retained by Outgoing Representative
o Copy retained in unit's CGMA files
In the case of an Assistant Representative being relieved
o Original to the unit's Representative
o Copy retained by Incoming Assistant Representative
o Copy retained by Outgoing Assistant Representative
o Copy retained in unit's CGMA files
2. Special Audits
The Board of Control, CGMA-HQ and Representatives may require that a Special
Audit be conducted at any time the conditions warrant.
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C. Forms
1. General
The following forms have been adopted for use by CGMA:
CGMA 1 Quick Loan Application
CGMA 5 CGMA Application for Assistance
CGMA 6 CGMA Application for Disaster Assistance
CGMA 6a CGMA Application for Conversion of Disaster Loan into a Grant
CGMA 7 Application for CGMA Layette
CGMA 8 Application for CGMA Stafford/PLUS Loan Fee Reimbursement
CGMA 10 Application for CGMA Supplemental Education Grant (SEG)
CGMA 11 CGMA Application for Education Loan
CGMA 15 CGMA Budget Form
CGMA 16 Pre-Authorization Form
CGMA 17 CGMA Disapproval/Appeal Statement
CGMA 20 Representative Information and Certification Form
CGMA 20a Assistant Representative Information and Certification Form
CGMA 21 Relief of Representative or Assistant Representative Audit Form
CGMA 22 CGMA/NFCC Agreement
CGMA 22a CGMA Letter of Introduction
CGMA 22b Counselor Recommendation Form
CGMA 41 Cash Contribution Form
CGMA 42 Memorial Contribution Form
CGMA 43 Active Duty Contribution Allotment Authorization Form
CGMA 44 Civilian Employee Contribution Allotment Authorization Form
CGMA 45 Retired Contribution Allotment Authorization Form
CGMA 47 Securities Contribution Form
CGMA 48 Honorary Donation Form
CGMA 52 CGMA Check
Closing Disclosure Closing Disclosure Form
00-35-2653NSBW Bank of America Signature Card
See appendix C for a copy of each of these forms.
2. Campaign Forms
In addition to the forms listed above, CGMA-HQ will prepare and distribute
forms necessary to conduct the annual fundraising campaign. These forms will be
sent directly to each Representative site and made available on the CGMA-HQ
website (www.cgmahq.org) each year prior to the campaign.
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3. Accountable Forms and Security
CGMA Checks (CGMA Form-52) are accountable and must be safeguarded at all
times. At a minimum, these forms must be kept in a locked drawer or cabinet
with access limited to authorized CGMA Representatives and Assistant
Representatives.
An audit is to be conducted to account for all of the unit’s CGMA Checks
(CGMA Form 52) each time a unit's Representative or Assistant Representative
changes (sealed packages do not have to be opened for this purpose). Units
issuing a large volume of CGMA assistance and units having several Assistant
Representatives may consider developing a log file to record each CGMA Check
issued to help facilitate the audit process.
Missing CGMA Checks (CGMA Form 52) must be reported to the CGMA-HQ
Executive Director, Director of Administration or Director of Finance as soon as
the loss is discovered. (See paragraph 2-D-2 for CGMA-HQ contact
information.)
4. Obtaining Forms
Non-Accountable Forms: are available to download from the CGMA website
www.cgmahq.org. CGMA forms may also be obtained by contacting the CGMA-
HQ Administrative Assistant or Director of Administration. (See paragraph 2-D-
2 for CGMA-HQ contact information.)
Accountable Forms: The following procedures have been established to obtain
CGMA Checks (CGMA Form 52)
CGMA-HQ will automatically distribute checks to a location when the
CGMA-CMP program indicates that the level of checks on hand is below
what is needed.
CGMA-HQ will send the checks to Representatives via secure shipping
methods. A letter for the assignment and receipt of the checks will
accompany the checks.
Representatives are responsible for verifying that the checks arrived intact
(sealed packages do not have to be opened for this purpose). The
Representative is to complete the receipt portion of the letter and send it to
CGMA-HQ, retaining a copy in their CGMA Unit File. See section C, above,
for additional information concerning accountability and security of CGMA
Checks (CGMA Form 52).
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Note: Representatives anticipating a need for checks in addition to those
automatically provided by CGMA-HQ are to contact the CGMA-HQ
Administrative Assistant or Director of Administration. (See paragraph 2-D-2
for CGMA-HQ contact information.)
5. Printing Forms
With the exception of CGMA Checks (CGMA Form 52), all forms should be
printed locally.
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D. CGMA Reports
Each month, CGMA-HQ prepares and delivers via e-mail (or makes available
electronically) a variety of reports concerning CGMA activities to each
Representative, including:
Active Loan List (CMP)
Assistance Summary Report (CMP)
Board of Control Minutes (CGMA Website)
Restricted List (E-mailed Monthly)
List of Representatives and Assistant Representatives (E-mailed Monthly)
Representatives and Assistant Representatives are expected to review each report to
determine what, if any, actions are required and take those actions as necessary. A
brief summary of each report follows.
1. Active Loan List
The Active Loan List contains account information for all clients who currently
reside within a Representative’s Area of Responsibility (AOR), who have an
outstanding loan balance, regardless of where the assistance was originally
provided. Delinquent accounts are displayed in red. The Active Loan List is
displayed in real time.
The Active Loan List provides:
Last Loan Date
Last Loan Amount
Last Payment Date
Last Payment Amount
Current Outstanding Loan Balance
Client Type
Prior to providing assistance, Representatives are to review the Active Loan List (and
the Restricted List if providing assistance offline) to determine the approval authority
necessary to provide assistance. (See section 4-B for additional information
concerning Representative Approval Authority.)
CGMA-HQ will automatically update the Active Loan List for active duty members
as they are transferred from the AOR of one Representative to that of another
Representative, by removing their account information from the former
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Jul 2010
Representative’s Active Loan List and placing it on the Active Loan List of the
Representative at their new location.
Representatives may request changes in the Active Loan List for other
clients who are no longer in their AOR by contacting the CGMA-HQ
Director of Finance or Financial Assistant, to have the information
transferred to the Active Loan List for the client's new location. (See
paragraph 2-D-2 for CGMA-HQ contact information)
2. Assistance Summary Report
This report shows all of the CGMA assistance (loans and grants) provided by
each CGMA location for the current month and Year-to-Date (YTD).
The information on the Assistance Summary Report is very useful to answer the
question, “How much assistance does CGMA provide?” Reporting options are as
follows:
CATEGORY – The reason clients need assistance. This shows the
number of CGMA checks issued by the category of assistance
CAUSE – The reasons clients do not have personal funds available to
meet the current financial need
DISBURSEMENT – Shows the breakdown between Loans, Personal
Grants and SEG
BRANCH – Shows the breakdown between Coast Guard clients and
clients assisted from the other branches of the Armed Forces
TYPE – Shows the breakdown of total assistance by client type
RANK – Shows the breakdown of total assistance by pay grade/rank
TYPE-LOAN – Shows the breakdown of total loans by client type
TYPE-P.GRANT – Shows the breakdown of total personal grants by
client type
TYPE-SEG – Shows the breakdown of total SEG by client type
3. Restricted List
CGMA maintains a list of clients who are restricted from receiving assistance
without approval by CGMA-HQ. The individuals on the Restricted List have
defaulted on their CGMA loan(s) and have failed to respond to CGMA’s attempts
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to reestablish loan payments. Therefore, CGMA-HQ has declared their account
uncollectible, added them to the CGMA Restricted List, and may have turned
their account over to a collection agency.
Representatives are not authorized to provide assistance to any client on the
Restricted List or otherwise restricted in CMP, without authorization from
CGMA-HQ. If the client’s account is restricted contact CGMA-HQ.
Note: If CGMA-HQ cannot be contacted in time critical situations, Representatives may
approve emergency assistance, as defined in paragraph 3-C-2, for clients on the
restricted list, in extenuating circumstances for bona fide emergencies. This does
not include "emergency in the mind of the client". If assistance is approved under
these conditions, the check must be prepared offline (manually) and CGMA-HQ
must be contacted as soon as possible.
See section 5-D for additional information concerning uncollectible loans and the
CGMA Restricted List, including how and when clients are placed on the list and
how they may be removed from the list.
4. Board of Control Minutes
The Minutes from the Board of Control meetings are the official records of the
Board’s actions. Minutes for the past 12 months are available on the CGMA
website www.cgmahq.org. The minutes of each Board meeting are posted upon
approval by the Board at a subsequent monthly meeting. They contain
information concerning Board activities, including cases reviewed by the Board,
items under review, old and new business, policy and procedures changes, and
other issues concerning CGMA. The minutes are a good barometer of action
issues within CGMA and should be reviewed routinely by everyone associated
with CGMA.
5. List of Representatives and Assistant Representatives
This report lists the CGMA Representative for each CGMA Location, along with
any Assistant Representatives that may be designated.
Representatives are to review this report upon receipt to verify its
accuracy.
Contact CGMA-HQ if changes are needed
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E. Credit Reports
Due to the financial nature of assistance provided by CGMA, there are times that
CGMA must obtain information concerning CGMA clients from credit bureaus and
other external sources. Because personal financial information is sensitive in nature,
CGMA must ensure that only individuals with a need to know have access to the
information. (See section 1-H for additional information concerning CGMA's
confidentiality policies.)
The authorization for CGMA to obtain credit information is contained on the signed
CGMA Application for Assistance (CGMA Form 5).
1. Purposes of Obtaining Credit Reports
CGMA may contact credit bureaus, and other sources, for the purposes of
obtaining financial, address and telephone information concerning CGMA clients.
This action may be taken:
a. When it is deemed necessary to process requests for financial assistance. The
information obtained may be used to:
Review and verify the financial data provided by the CGMA client at the
time assistance is requested. (Misstatements on requests for assistance
may be grounds for denial of assistance)
Aid in the decision to approve or deny a request for financial assistance
b. When a client’s CGMA account becomes delinquent, the information obtained
may be used to notify the client that their CGMA account is delinquent,
attempt to arrange for repayment prior to sending their account to a collection
agency, and update CGMA files.
2. Policy
The Executive Director, Director of Finance and Director of Administration have
the authority to obtain credit data when deemed necessary.
3. Restrictions
Credit data will be provided to the entire Board of Control only when it is deemed
necessary for the proper consideration of cases forwarded for their determination.
Specific credit data will not be provided to Representatives. When
Representatives request credit data, the Executive Director, Director of Finance or
Director of Administration will obtain the credit data. Summary information will
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be provided directly to the Representative, stating whether or not the data on the
credit report and the client’s budget form are in consonance.
Except as previously noted, data obtained will not be shared with other people or
organizations.
Clients who have been denied assistance based on information contained in credit
reports obtained by CGMA may be given a copy of the report upon request.
No other use of the data is authorized.
4. Obtaining Credit Reports
Representatives must contact the CGMA-HQ Executive Director, Director of
Finance or Director of Administration to request credit summary information on a
case-by-case basis, when a client requests financial assistance from CGMA and
the case will be processed locally. (See paragraph 2-D-2 for CGMA-HQ contact
information.) CGMA-HQ will provide summary information to the
Representative.
CGMA-HQ will provide credit reports to the Mutual Assistance Committee or the
Board of Control for cases forwarded to the Board for determination, when
applicable.
The following information is necessary when requesting a credit report:
Client’s Full Name
Client’s Current Mailing Address
F. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director, Director of Administration or Director
of Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
Coast Guard Mutual Assistance Manual Chapter 7. Fundraising
7-i
Sep 2016
Table of Contents
Section Subject Page
A. Introduction 7-1
B. Sources of Funds 7-1
1. Repayment of Loans 7-1
2. Investments 7-1
3. Contributions 7-1
C. Annual Fundraising Campaign 7-2
D. Other Individual Contributions 7-3
1. Cash Contributions 7-3
2. Allotment or Payroll Deduction Contributions 7-3
3. Credit Card Contributions 7-3
4. Securities Contributions 7-4
5. Bequests 7-4
6. Memorial Contributions 7-4
7. Honorary Contributions 7-5
E. Corporate Contributions and Sponsorship 7-6
F. Publicizing CGMA (POWs, Websites) 7-7
G. Additional Information 7-7
.
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Jul 2010
A. Introduction
Coast Guard Mutual Assistance is an independent, non-profit, charitable organization,
providing financial assistance to the entire Coast Guard family. While having a close
relationship with the U. S. Coast Guard, Coast Guard Mutual Assistance does not
receive federal funds.
B. Sources of Funds
1. Repayment of Loans
Loan repayments are the largest source of funds.
See section 5-B for additional information concerning repayment of loans.
2. Investments
The Board of Control is responsible for establishing, developing and maintaining
the Coast Guard Mutual Assistance Investment Policy. The Board reviews,
monitors and updates the policy as appropriate.
Questions concerning CGMA's investment policies should be directed to the
CGMA-HQ Executive Director or Director of Finance. (See paragraph 2-D-2 for
CGMA-HQ contact information.)
3. Contributions
The Internal Revenue Service (IRS) has recognized Coast Guard Mutual
Assistance as a tax-exempt organization under Section 501(c)(3) of the Internal
Revenue Code. As such, contributions to Coast Guard Mutual Assistance are
deductible for income and estate tax purposes under Section 170 of the Internal
Revenue Code. Coast Guard Mutual Assistance's U.S. Federal Tax ID number is
31-1801931.
A copy of the IRS letter granting CGMA tax exempt status is available on the
CGMA website www.cgmahq.org. Questions concerning CGMA's tax exempt
status should be directed to the CGMA-HQ Executive Director or Director of
Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
Contributions may be made during the Annual Campaign or throughout the year.
Unrestricted contributions received will be placed in the CGMA General Fund.
Restricted contributions (designated for specific purpose, group or class of
individuals, specific geographic area, etc.) are generally not accepted. However,
exceptions may be considered. Contact the CGMA-HQ Executive Director or
Director of Finance for additional information concerning restricted contributions.
(See paragraph 2-D-2 for CGMA-HQ contact information.)
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Note: Contributors do not receive any special privileges nor are prior contributions
considered when assistance is requested. Clients do not have to contribute to CGMA
to request and receive assistance.
C. Annual Fundraising Campaign
Without an annual infusion of new funds, Coast Guard Mutual Assistance would
eventually not have resources to provided further assistance. While the return on
investments may account for a portion of such funds, the majority comes in as a result
of the Annual Fundraising Campaign. In addition to raising much needed funds, the
Annual Campaign serves to raise awareness of the programs and services available to
Coast Guard people.
The Annual Fundraising Campaign is conducted by local Representatives during the
month of April each year. During the same period, CGMA-HQ conducts a separate
direct mail campaign for Retired military, Selected Reserve, and Coast Guard
Auxiliary members.
Prior to the campaign, CGMA-HQ provides campaign materials, instructions and
forms. This typically includes:
A Fundraising Guide
Campaign Preparation and Wrap-up Instructions
Campaign Report Forms
Frequently Asked Questions
Campaign Literature
Pledge/Authorization Forms
A Power Point Presentation
Fundraising information will also be available on the CGMA-HQ website
(www.cgmahq.org) before and during the campaign
In conducting their Campaign, Representative are to ensure that every active duty
member and civilian employee in their area of responsibility (AOR) is contacted,
provided with campaign literature, and given the opportunity to contribute to CGMA.
No fair share amounts are to be established in connection with the campaign. No
coercion or pressure is to be imposed on personnel in connection with the campaign –
contributions must be voluntary. No one is required to make a contribution in order
to receive assistance.
Questions concerning CGMA's Annual Fundraising Campaign should be directed to
the CGMA-HQ Client Services Specialist or Director of Administration. (See
paragraph 2-D-2 for CGMA-HQ contact information.)
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D. Other Individual Contributions
Contributions received during the Annual Campaign account for the majority of all
contributions received. However, contributions may be made at any time throughout
the year. These contributions may be given to the local CGMA Representative or
sent directly to CGMA-HQ. Contributions may also be made via the CGMA-HQ
website (www.cgmahq.org).
CGMA-HQ will make written acknowledgement to those who make a one-time
contribution of $100 or more or a contribution in memory/honor of an individual or
group. Acknowledgement for contributors of over $250 will be as required by
Internal Revenue Service (IRS) regulations.
The following policies and procedures apply to contributions received outside of the
Annual Fundraising Campaign
1. Cash Contributions
Cash (check or money order) contributions may be mailed directly to:
Coast Guard Mutual Assistance
PO Box 55928
Boston, MA 02241-8001
Cash contributions are to be made in the form of a check or money order made
payable to Coast Guard Mutual Assistance or CGMA. Actual cash should never
be sent through the mail.
On those occasions where Representatives receive cash contributions directly, the
contributions should be mailed as soon as possible.
2. Allotment or Payroll Deduction Contributions
Contributing by allotment or payroll deduction is a quick and easy way for active
duty members, civilian employees and retired members to show their support of
Coast Guard Mutual Assistance. At this time, allotment or payroll contributions
cannot be processed for other individuals.
3. Credit Card Contributions
Credit card contributions to CGMA may be made online using CGMA’s secured
Website.
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Oct 2015
4. Securities Contributions
Contributions of securities (stocks and bonds) may be made to Coast Guard
Mutual Assistance. Shares can be delivered electronically by a broker or they
may be transferred online or by mail. All securities contributions will be
processed by CGMA-HQ. Individuals wishing to contribute securities to Coast
Guard Mutual Assistance are encouraged to contact their broker or financial
planner for additional information. Questions, concerning contributions of
securities should be directed to the CGMA-HQ Executive Director or Director of
Finance. (See paragraph 2-D-2 for CGMA-HQ contact information.)
5. Bequests
Contributors and supporters of Coast Guard Mutual Assistance are encouraged to
remember Coast Guard Mutual Assistance as part of their estate planning.
All bequest contributions:
Will be placed into the Coast Guard Mutual Assistance general fund.
Are to be made to Coast Guard Mutual Assistance, 1005 N. Glebe Road,
Suite 220, Arlington, VA 22201
Individuals wishing to leave a gift to CGMA as part of their estate should contact
their estate planner for additional assistance. Questions concerning bequests
should be directed to the CGMA-HQ Executive Director or Director of Finance.
(See paragraph 2-D-2 for CGMA-HQ contact information.)
6. Memorial Contributions
Contributions to Coast Guard Mutual Assistance may be made "in memory" of
another individual.
Memorial contributions made by cash (check or money order payable to Coast
Guard Mutual Assistance or CGMA) should be mailed directly to CGMA-HQ.
Individuals making memorial contributions are encouraged (but not required) to
complete a Memorial Contribution Form (CGMA Form 42). This form is
available on the CGMA-HQ Website (www.cgmahq.org).
If a Memorial Contribution Form is completed, or if pertinent information is
provided by letter or other means, CGMA-HQ will use that information to
provide written acknowledgment to the contributor and if desired, to the next-of-
kin of the individual for whom the contribution is being made or to others as
desired.
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7. Honorary Contributions
Contributions to Coast Guard Mutual Assistance may be made "in honor" of
another individual.
Honorary contributions made by cash (check or money order payable to Coast
Guard Mutual Assistance or CGMA) should be mailed directly to CGMA-HQ.
Individuals making honorary contributions are encouraged (but not required) to
complete an Honorary Contribution Form (CGMA Form 48). This form is
available on the CGMA-HQ Website (www.cgmahq.org).
If an Honorary Contribution Form is completed, or if pertinent information is
provided by letter or other means, CGMA-HQ will use that information to
provide written acknowledgment to the contributor and if desired, to the honoree
for whom the contribution is being made or to others as desired.
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E. Corporate Contributions and Sponsorship
Coast Guard Mutual Assistance's motto "We Look after Our Own" reflects its
philosophical foundation of "Coast Guard People Helping Coast Guard People". That
is, Coast Guard people contribute to Coast Guard Mutual Assistance so Coast Guard
Mutual Assistance can help Coast Guard families in need.
Based on the above philosophy, CGMA does not actively solicit contributions from
individuals or organizations outside of the U.S. Coast Guard.
While all contributions are needed, graciously accepted and appreciated, unsolicited
corporate contributions must meet the following criteria:
Coast Guard Mutual Assistance will not sponsor or endorse activities,
organizations, companies or productions. Coast Guard Mutual Assistance will
not lend its name or the credibility of the organization to any marketing
initiative
Additionally, no commercial or other agency or person shall be authorized to
imply sponsorship by Coast Guard Mutual Assistance to raise funds or accept
contributions on behalf of CGMA on a percentage or other profit sharing or
paid basis. Coast Guard Mutual Assistance will however, accept contributions
from book, movie, or music royalties, as well as from other commercial
sources, provided there is no implied sponsorship or endorsement of the
company, individual, or product by CGMA
Coast Guard Mutual Assistance reserves the right to refuse any contribution
that may potentially be seen as damaging its reputation or that delivers a
message contrary to its mission.
Note: Representatives are to contact the CGMA-HQ Executive Director or Director of
Finance (see paragraph 2-D-2 for CGMA-HQ contact information) if they are
contacted by any organization wishing to use CGMA's name, image, etc. as part of a
fundraising initiative, or if they wish to contribute to CGMA on behalf of their
organization.
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F. Publicizing CGMA (POWs, Websites)
Representatives are encouraged to promote awareness of CGMA by including
information in the local Plan of the Week (POW) and on local Websites. Information
on local websites should pertain to local operations (name and phone number of the
local Representative and Assistant Representatives, etc.) with a link to the CGMA-
HQ www.cgmahq.org for more detailed information concerning CGMA.
G. Additional Information
Questions, comments and recommendations concerning this chapter should be
directed to the CGMA-HQ Executive Director or Director of Finance. (See
paragraph 2-D-2 for CGMA-HQ contact information.)
Coast Guard Mutual Assistance Manual Appendix A. Articles of Incorporation
A-i
Aug 2002
Table of Contents
Article Subject Page
I Name A-1
II Purposes A-1
III Rights and Restrictions A-1
IV Dissolution A-2
V Membership A-2
VI Board of Directors A-2
VII Registered Office and Registered Agent A-2
VIII Indemnification A-3
IX Internal Revenue Code A-3
Coast Guard Mutual Assistance Manual Appendix A. Articles of Incorporation
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Aug 2002
Articles of Incorporation
Coast Guard Mutual Assistance, Inc.
Article I
Name
The name of the corporation is Coast Guard Mutual Assistance, Inc. Coast Guard
Mutual Assistance, Inc. is hereinafter referred to as the “Corporation”.
Article II
Purposes
The Corporation is organized exclusively for charitable and educational purposes
within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as
amended (hereinafter referred to as the “Code”) and may make expenditures for one or
more of the these purposes. Without limiting or expanding the foregoing, the
Corporation’s specific purposes shall be:
(a) to relieve the distress of eligible personnel of the United States Coast
Guard, as may be further defined in the Bylaws, facing certain unique
hardships, through the provision of financial assistance, counseling and
other related means;
(b) to provide for educational assistance to eligible personnel of the United
States Coast Guard, as defined in the Bylaws; and
(c) to perform any other activities or services necessary or desirable to carry
out such purposes to the extent permitted by Section 501(c)(3) of the
Code.
Article III
Rights and Restrictions
No part of the net earnings of the Corporation shall inure to the benefit of or be
distributable to its incorporator, Board of Control members, Regional Directors,
Representatives, officers or other private persons except that the Corporation shall be
authorized and empowered to pay reasonable compensation for services rendered and to
make payments and distributions in furtherance of the purposes set forth in Article II
hereof. No substantial part of the activities of the Corporation shall be the carrying on of
propaganda, or otherwise attempting to influence legislation, and the Corporation shall
not participate in or intervene in (including the publishing or distribution of statements)
any political campaign on behalf of or in opposition to any candidate for public office.
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Article IV
Dissolution
Upon the dissolution of the Corporation, and after all of its liabilities and
obligations have been paid, satisfied and discharged or adequate provisions made
therefor, all of the Corporation’s remaining assets shall be distributed to one or more
organizations that are organized and operated exclusively for charitable purposes within
the meaning of Sections 501(c)(3) and 170(c)(2)(B) of the Code.
Article V
Membership
The Corporation shall have no members.
Article VI
Board of Directors
The affairs of the corporation shall be managed by a Board of Directors, also
called the Board of Control (“BOC”). The Commandant of the Coast Guard, and two (2)
other individuals appointed by the Commandant shall serve on the Board of Control. The
number of and qualifications for other BOC members of the Corporation shall be fixed in
the Bylaws. Elected members shall be elected at the first annual meeting of the Board of
Control and thereafter as specified by the Bylaws. A decrease in the number of BOC
members shall not shorten an incumbent’s term. The Board shall always consist, at a
minimum, of the Commandant of the Coast Guard and the two other individuals
appointed by the Commandant. No individual shall be named or elected as a BOC
member without his or her prior consent. The number of elected BOC members shall be
divided into three (3) groups with each group being as nearly equal in number as
possible. The terms of the BOC members in the first group shall expire at the second
annual meeting of the Board of Control. The term of the second group shall expire at the
third annual meeting of the Board of Control, and the terms of the third group shall expire
at the fourth annual meeting of the Board of Control. BOC members shall be elected for a
term of three (3) years to succeed those whose terms expire.
Article VII
Registered Office and Registered Agent
The address of the initial registered office of the Corporation, which is located in
Arlington County, Virginia, is CT Corporation, Arlington, Virginia The initial registered
agent of the Corporation is _____________________ whose business office is identical
with the initial registered office and who is a resident of Virginia and is a member of the
Virginia State Bar.
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Article VIII
Indemnification
The Corporation shall indemnify officers, board members, regional directors,
agents and staff too the maximum extent allowed by law.
Article IX
Internal Revenue Code
Each reference in these Articles of Incorporation to a Section of the Internal
Revenue Code means such Section of the Internal Revenue Code of 1986, as amended, or
the corresponding provisions of any subsequent federal tax law.
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Table of Contents
Article Subject Page
I Name B-1
II Offices B-1
III Purposes B-1
IV Members B-2
V Board of Control B-2
VI Representatives B-3
VII Meetings B-4
VIII Officers B-6
IX Committees B-7
X Employees B-11
XI Contracts, Loans, Checks and Deposits B-12
XII General Provisions B-13
XIII Conflicts of Interest B-14
XIV Political Activities B-15
XV Amendments B-15
XVI Limit on Liability and Indemnification B-15
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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September 2006
Bylaws
Coast Guard Mutual Assistance, Inc.
Article I
Name
The name of the corporation shall be Coast Guard Mutual Assistance, Inc. Coast
Guard Mutual Assistance, Inc. is hereinafter referred to as the “Corporation”.
Article II
Offices
Section 1: Principal Office. The registered office of the Corporation shall be
located at such place in the Commonwealth of Virginia as the Board of Control may
designate.
Section 2: Other Offices. The Board of Control may designate other locations
outside the Commonwealth of Virginia at which the Corporation may have offices.
Article III
Purposes
The Corporation is organized exclusively for charitable and educational purposes
within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as
amended (hereinafter the “Code”) and may make expenditures for one or more of these
purposes. Without limiting or expanding the foregoing, the Corporation’s specific
purposes shall be:
a. To provide financial aid to eligible personnel in time of certain emergency,
housing, educational, and medical needs, for active duty members of the Coast
Guard, retired Coast Guard military personnel, commissioned personnel of the
Public Health Service serving with the Coast Guard, Coast Guard civilian
employees, members of the Coast Guard Selected Reserve, and members of the
Coast Guard Auxiliary, on behalf of themselves and their families; surviving
spouses and dependent children of those members of the Coast Guard who
died while on active duty or in a retired status; and, staff employees. In
general, assistance is provided through counseling, financial grants, loans and
assistance, and other related means. Coast Guard Mutual Assistance aspires to
provide financial stability and promote the general well being of the people it
serves; and
b. To perform any other activities or services necessary or desirable to carry out
such purposes to the extent permitted by the Code or the corresponding
provision of any future United States Internal Revenue law.
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Article IV
Members
The Corporation shall have no Members.
Article V
Board of Control
Section 1: General Powers. The Corporation shall have a Board of Directors
known as the Board of Control (“BOC”). All corporate powers shall be exercised by or
under the authority of, and the business of the Corporation managed under the direction
of, its Board of Control, subject to any limitations set forth in the Articles of Incorporation
and the requirements of Section 501(c)(3) of the Code. No employee of the Corporation
shall serve as a voting member of the Board of Control, notwithstanding the position or
title the individual may hold.
Section 2: Membership. The Board of Control shall consist of two classes of
members:
a. Ex Officio Members: The Commandant of the Coast Guard, who shall serve as
Chairman; the Executive Director of the Corporation, who shall serve as Secretary;
and two other individuals appointed by the Commandant shall be ex officio
members. The Commandant shall appoint the Assistant Commandant for Human
Resources (CG-1) and the Master Chief Petty Officer of the Coast Guard. With the
exception of the Secretary, ex officio members shall have the right to vote, and all
of the other rights and privileges of members of the BOC. The Secretary shall not
have a vote.
b. Elected Members: Members elected according to the provisions of these Bylaws.
Section 3: Number. The Board of Control shall consist of not less than fifteen
(15) or more than twenty-three (23) members. The number of Board of Control members
may be fixed or changed from time to time, within the minimum and maximum numbers,
by the Board of Control by resolution adopted by a majority of all members present at any
annual or special meeting. However, no decrease in the number of Board of Control
members shall have the effect of removing any members then in office at the time of the
decrease, except by expiration of normal term of office or resignation.
Section 4: Term of Election. Board of Control members (with the exception
of ex officio members) shall be elected for three (3) year terms in the manner set forth in
the Section 8 below.
Section 5: Resignation of Board of Control Members. A Board of Control
member may resign at any time by written notice to the President or the Secretary. A
member’s resignation will become effective when the notice is delivered unless the notice
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specifies a later effective date. Any rights, powers, purposes, obligations or duties of a
Board of Control member of the Corporation shall cease upon termination of his or her
membership.
Section 6: Removal of Board of Control Members. Any Board of Control
member may be removed by an affirmative vote of two-thirds (2/3) of the Board of
Control members present at a duly called meeting for that purpose at which a quorum is
present, whenever in their judgment the best interests of the Corporation will be served
thereby. The meeting notice must state that the purpose, or one of the purposes, of the
meeting is the removal of the member. The Chairman may remove an ex officio member.
Section 7: Vacancies. Any vacancy occurring among the elected members of
the Board of Control by reason of death, resignation of an elected member, or for any
other reason, may be filled by the affirmative vote of a majority of the remaining
members. Any member so elected to fill a vacancy shall be elected for the unexpired term
of his or her predecessor in office and until his successor shall be elected and qualified. In
the case of a resignation that will become effective at a specified later date, the Board of
Control may fill the pending vacancy before the effective date if the Board of Control
provides that the successor does not take office until the effective date.
Section 8: Election of Members. Members of the Board of Control shall be
entitled to vote for elected members of the Board of Control. Voting may be by mail, fax
or email, with a majority of the votes cast determining each elective seat. Individuals
eligible for election shall be those whose names are contained on a list submitted by the
Nominating Committee, according to the procedures and limitations further described in
Article IX Section 6, below. Elections will normally be held during the month of May to
coincide with expiring terms. The term of newly elected members will normally
commence on July 1st of the year elected.
Section 9: Alternate Members. For Board of Control positions designated as
alternate members (as described in Article IX below), the alternate may cast a vote at a
regular, special, or annual meeting only in the absence of the primary member of the
position. Alternates shall attend all possible meetings and may actively participate in the
discussion even when the primary member is in attendance.
Section 10: Change of Status. If at any time a member of the Board of Control,
through advancement, reduction, commissioning, change of employee status, or through
any other circumstance, no longer meets the requirements for the BOC position to which
elected, that member’s term will expire at the end of the election year.
Article VI
Representatives
Section 1: Designation. The Executive Director will administer the Coast
Guard Mutual Assistance program through various Coast Guard personnel appointed as
Coast Guard Mutual Assistance Representatives.
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Section 2: Number. The Executive Director shall establish as many activity
locations as are suitable for ensuring widespread utilization of Coast Guard Mutual
Assistance resources towards fulfilling the mission of Coast Guard Mutual Assistance,
and appoint a Representative for each location.
Section 3: General Powers. Each Coast Guard Mutual Assistance
Representative, as designated by the Executive Director, shall safeguard the funds of
Coast Guard Mutual Assistance and shall have the responsibility of a fiduciary for their
receipt and expenditure, and shall act in conformity with the Bylaws, directives of the
Board of Control, and the orders and instructions of the Executive Director.
Article VII
Meetings
Section 1: Annual Meeting. The annual meeting of the Corporation shall be
held April of each year for the transaction of such business as may properly come before
the meeting. Annual meetings shall be held at such places, within or without the
Commonwealth of Virginia, as the President or the Board of Control shall designate. If no
such place is designated, annual meetings shall be held at the principal offices of the
Corporation.
Section 2: Quarterly Meetings. Provided there is corporate business requiring
Board of Control action, the President will call for a quarterly meeting of the Board of
Control. Quarterly meetings will normally be held during the third week of February,
May, August and November, and shall be held at such places, within or without the
Commonwealth of Virginia, as the President or the Board of Control shall designate. If no
such place is designated, quarterly meetings shall be held at the principal offices of the
Corporation.
Section 3: Special Meetings. Special meetings of the Board of Control may be
called by the Chairman, President, or by the written request of at least three (3) members,
and shall be held at such times and at such places, as designated by the Chairman or
President, within or without the Commonwealth of Virginia, in the notice of the meeting.
If no such place is designated in the notice of the meeting, it shall be held at the principal
office of the Corporation.
Section 4: Notice. Notice of special meetings of the Board of Control shall be
given to each Board of Control member in person as delivered to his or her residence or
business address (or at such other place as he or she may have directed in writing) not less
than ten (10) days before the meeting by mail, messenger, telecopy, telegraph, or other
means of written communication, or by telephoning such notice to him or her. The notice
shall contain an agenda setting forth the major items of business expected to be addressed
at the meeting including, but not limited to, the names of nominees to fill vacancies on the
Board of Control, proposed amendments to the Bylaws, and such other matters as may.
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be submitted to the Secretary by any Board of Control member to include on the agenda
for consideration of the Board of Control
Section 5: Waiver of Notice. A Board of Control member may waive notice
required by law, the Articles of Incorporation, or these Bylaws (Article VII, Section 4)
before or after the date and time stated in the notice, and such waiver shall be equivalent
to the giving of such notice. Except as provided in the next paragraph of this section, the
waiver shall be in writing, signed by the Board of Control member entitled to the notice
and filed with minutes or corporate records.
A Board of Control member’s attendance at or participation in a meeting waives
any required notice to him or her of the meeting unless the member at the beginning of the
meeting or promptly upon his or her arrival, objects to holding the meeting or transacting
business at the meeting and does not thereafter vote for, or assent to, action taken at the
meeting.
Section 6: Quorum. At all quarterly and special meetings of the Board of
Control, one-third (1/3) of the number of Board of Control members in office immediately
before the meeting begins, one of which must be the Chairman, President or Vice
President, shall constitute a quorum. Non-voting ex officio and alternate members who
are not representing a primary member of the Board of Control shall not be counted
towards a quorum. If a quorum is not present, the Board of Control members present may
adjourn the meeting to a day not less than ten (10) days later, and the absent Board of
Control members shall be immediately notified personally or by mail, telephone,
telegram, or e-mail of the rescheduled meeting date. If a quorum is present when a vote is
taken, the affirmative vote of a majority of the Board of Control members present is the
act of the Board of Control. A Board of Control member who is present at a meeting of
the Board of Control, or a committee of the Board of Control, when a corporate action is
taken is deemed to have assented to the action unless: (i) he or she objects at the
beginning of the meeting, or promptly upon his or her arrival, to holding it or transacting
specified business at the meeting; or (ii) he or she votes against or abstains from the action
taken.
Section 7: Action Without a Meeting. Any action required or permitted to be
taken at a meeting of the Board of Control may be taken without a meeting. The actions
shall be evidenced by written documentation stating the action taken, and included in the
minutes or filed with the corporate records. The action of the Board of Control will be
based on written consent accomplished by paper balloting or electronic means, such as
e-mail. Consent may also be accomplished by signature on written documentation that
states the action taken. Any such action requires the affirmative vote or consent of a
majority of the Board of Control members voting or signing a consent action. However a
minimum of one-third (1/3) of the number of Board of Control members in office
immediately before the action is taken must vote or sign consent for the action to be valid.
Action taken under this Section becomes effective on the date specified in the consent,
day after the deadline for casting votes, or date the last Board of Control member signs the
consent, whichever is latest.
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Section 8: Telephonic Meetings. The Board of Control may permit any or all
Board of Control members to participate in annual or special meetings by, or conduct the
meeting through the use of any means of communication by which all members
participating may simultaneously hear each other during the meeting. A Board of Control
member participating in the meeting by this means is deemed to be present in person at
the meeting.
Article VIII
Officers
Section 1: Officers of the Corporation. The officers of the Corporation shall
consist of a Chairman, a President, a Vice President, a Secretary, a Treasurer, and such
other officers as the Board of Control may elect from time to time.
Section 2: Election and Term of Officers. The officers of the Corporation
other than the Chairman, President, and Secretary shall be elected from among the
members of the Board of Control by majority vote of the Board of Control at such times
as the Board of Control shall determine in accordance with these Bylaws. Unless
otherwise provided herein, officers shall hold office for three (3) years, unless removed, or
until their successors are elected and qualified. The Commandant of the Coast Guard shall
be the Chairman, the Assistant Commandant for Human Resources shall be the President,
and the Executive Director of the Corporation shall serve as Secretary.
Section 3: Removal of Officers. Any officer may be removed at any time by
the affirmative vote of two-thirds (2/3) of the Board of Control members then in office,
whenever in their judgment the best interests of the Corporation will be served thereby.
Section 4: Vacancies. Any vacancy occurring in an office of the Corporation
may be filled by affirmative vote of a majority of Board of Control members then in
office. Any officer so elected to fill a vacancy shall be elected for the unexpired term of
his or her predecessor in office.
Section 5: Duties of the Chairman. The Chairman, who shall serve without
remuneration, shall perform such duties as are necessarily incident to the office. He or she
may preside at the annual meeting of the Board of Control.
Section 6: Duties of the President. The President, who shall serve without
remuneration, shall preside at all meetings of the Board of Control, its Executive
Committee and Nominating Committee; and shall make a report at the annual meeting of
the Corporation with such recommendations as deemed advisable.
Section 7: Duties of the Vice President. The Vice President, who shall serve
without remuneration, in the absence of the President, or in the event of his or her death,
inability or refusal to act, unless otherwise determined by the Board of Control, shall
perform the duties of the President, and when so acting shall have all the powers of and
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be subject to all the restrictions upon the President. The Vice President shall act as an
assistant to the President, and perform such duties as shall be from time to time delegated
to them.
Section 8: Duties of Treasurer. The Treasurer shall ensure the accountability
and safety of all funds and securities belonging to the Corporation, under the direction of
the Board of Control and the Finance Committee. He or she shall cause a true statement
of the assets and liabilities of the Corporation as of the close of each fiscal year, all in
reasonable detail, to be made at the Corporation’s principal office within six months after
the end of each fiscal year. He or she, shall insure complete financial accounts are
maintained of all receipts and disbursements of funds by the Corporation, which shall be
kept at the principal office of the Corporation or at such other place as is authorized by the
Board of Control, and which shall be open to inspection by any member of the Board of
Control, any other persons having a legitimate interest in the information contained
therein, or as provided by law. The Treasurer shall in general perform all duties incident to
the office of the Treasurer and such other duties as shall be assigned from time to time by
the Board of Control.
Section 9: Duties of the Secretary. The Secretary shall ensure accurate records
of the acts and proceedings of all meetings of the Board of Control. He or she shall give
all notices required by law and by these Bylaws. He or she shall take general charge of
the Corporation’s books, records, and seal. He or she shall sign such instruments and
documents as may require his or her signature. He or she shall keep at the Corporation’s
registered office in the Commonwealth of Virginia a register of the Post Office address of
each Board of Control member and officer of the Corporation, which shall be furnished to
the Secretary by each Board of Control member, and officer. The Secretary shall in
general perform all duties incident to the office of the Secretary and such other duties as
shall be assigned from time to time by the Board of Control.
Article IX
Committees
Section 1: Committees. In addition to the permanent Committees listed in
Sections 4 through 10 of this Article (“standing committees”), the Board of Control may
create one or more committees and appoint members of the Board of Control to serve on
them. Each committee shall have two (2) or more members who serve at the pleasure of
the Board of Control. The creation of a committee and appointment of members to it shall
be approved by a majority of the Board of Control members in office when the action is
taken. If necessary, the Board of Control may also select temporary “alternate” committee
members to serve in the absence of regular committee members on created committees
and the “standing committees” listed in Sections 4 through 10.
Section 2: Authority of Committees. To the extent specified by the Board of
Control and these Bylaws, each committee may exercise the authority of the Board of
Control, except that a committee may not (i) fill vacancies on the Board of Control or any
of its committees; (ii) amend the Articles of Incorporation; (iii) adopt, amend, or repeal
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these Bylaws; or (iv) approve a plan of merger. Standing committees shall have and
exercise the authority granted them in these Bylaws; however, the Board of Control may,
by majority vote, modify their authority, subject to the limitations of this Section.
The creation of, delegation to, or action by a committee does not constitute compliance by
a Board of Control member with the standards of conduct required by a Board of Control
member.
Section 3: Committee Meetings, Miscellaneous. All committee meetings will
be guided by the general provisions of these Bylaws. Committee meetings are at the call
of the committee chair or the President. The majority of committee members assigned,
immediately before the meeting begins, shall constitute a quorum. If a quorum is present,
the affirmative vote of a majority of committee members present is the act of the
committee.
Section 4: Executive Committee. There shall be an Executive Committee
consisting of the President, the Vice President, and at least two (2) additional members
appointed by the Board of Control from its members. The President shall be the
Chairperson of the Executive Committee. The Executive Committee may convene, during
the intervals between the meetings of the Board of Control in urgent or extreme situations,
when it is not possible to convene the Board of Control, and exercise all the powers and
functions of the Board of Control, provided that full reports of all such proceedings shall
be made to the next succeeding meeting of the Board of Control. The Executive
Committee shall develop personnel policies, including but not limited to, hiring,
compensation, and performance, and shall make recommendations concerning these
matters to the Board of Control. The Executive Committee will solicit, screen and select
candidates to fill vacancies in the Executive Director position and submit these selections
to the Board of Control for final approval. The Executive Committee will review the
performance of the Executive Director.
Section 5: Finance Committee. There shall be a Finance Committee
consisting of the Chairperson as appointed by the President and at least four (4) members
to be appointed by the Board of Control from its members. Four (4) of these members
are normally the chairpersons of the Education, Mutual Assistance, Management, and one
other committee. Subject to the authority of the Board of Control, the Finance
Committee will make recommendations to the Board of Control concerning all financial
matters. Specifically, but not by way of limitation, the Finance Committee may, on
behalf of the Corporation, specify investment actions including the purchase of
government, municipal, or corporate bonds, preferred and common stock, consistent with
the Board approved Investment Policy. The Finance Committee may authorize the
Treasurer of the Corporation, the Executive Director, or Director of Finance to
communicate in writing, its decisions regarding financial matters to a custodian or other
third person who shall accept such communication as authority from the Board of Control.
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Section 6: Nominating Committee. There shall be a Nominating Committee,
chaired by the President, consisting of the Master Chief Petty Officer of the Coast Guard
and at least three (3) other members to be appointed by the Board of Control from its
members. In anticipation of prospective vacancies among the elected Board of Control
members of the Corporation, the Nominating Committee shall ascertain the willingness of
potential candidates to serve, maintain a list of such candidates and their qualifications,
and notify the Executive Director of the names of those nominated to fill vacancies as far
in advance of election as possible. In so far as is possible, the Nominating Committee
shall attempt to nominate individuals for election to the Board of Control so that the
membership of the Board of Control includes:
One Coast Guard Active Duty Commissioned Officer O-5 or above
Two Coast Guard Active Duty Commissioned Officers O-1 to O-4
One Coast Guard Active Duty Commissioned Officer W-2 to W-4
One Coast Guard Active Duty Chief Petty Officer E-7 to E-9
Two Coast Guard Active Duty Petty Officers E-4 to E-6
One Coast Guard Retired Member E-4 or above
One Coast Guard Reserve Member E-4 or above
One Coast Guard Auxiliary Member
One Coast Guard Civilian Employee
One Coast Guard Medical Benefits Specialist
One Coast Guard Work Life Specialist
One Coast Guard Active Duty Commissioned Officer’s Spouse
One Coast Guard Active Duty Enlisted Member’s Spouse
One Alternate for the Master Chief Petty Officer of the Coast Guard
One Active Duty Alternate for the Active Duty Chief Petty Officer E-7 to E-9
One Active Duty Alternate for the Active Duty Petty Officer E-4 to E-6
The Nominating Committee may, but is not required to, nominate more than one
person for each vacancy, at its discretion. A majority of the Nominating Committee shall
determine the names to be submitted for election.
Section 7: Audit Committee. There shall be an Audit Committee consisting of
the Chairperson appointed by the President and at least four (4) members to be appointed
by the Board of Control from its members. Members of the Finance Committee are
excluded from serving on the Audit Committee.
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a. The Audit Committee shall (i) review with the Corporation’s auditors the
results of their examination made of the accounts of the Corporation for each
year commencing with the current year and report the results of such review to
the Board of Control prior to the publications of the Annual Report applicable
for such year; (ii) nominate the independent auditors each year, for approval by
the Board of Control; (iii) consider such matters with respect to accounting and
financial matters as they may deem appropriate; and, (iv) from time to time act
upon such matters as shall be referred to them by the Board of Control and
make such further reports as may be requested by the Board of Control.
b. Meetings of the Audit Committee shall be held from time to time but at least
twice a year on the call of any member or its Chairperson.
c. Membership of the Audit Committee should be balanced to include a cross
section of skills and experience, to include financial reporting practices and
accounting.
Section 8: Management Committee. There shall be a Management
Committee consisting of the Chairperson and at least four (4) members appointed by the
Board of Control from its members, to review the mission and objectives of Coast Guard
Mutual Assistance and recommend changes as appropriate. In addition, it will advise the
Board of Control on matters pertaining to internal management and operating policies,
draft proposed amendments to the Articles and the Bylaws, and propose changes to the
operating policies, as required.
Section 9: Education Committee. There shall be an Education Committee
consisting of the Chairperson and at least four (4) members appointed by the Board of
Control, to review the education programs and recommend changes as appropriate. It will
also review correspondence from educational loan recipients requiring Board of Control
action, such as deferments in repayment of loans, and make appropriate recommendations.
Section 10: Mutual Assistance Committee. There shall be a Mutual Assistance
Committee consisting of the Chairperson and at least four (4) members appointed by the
Board of Control to review the Mutual Assistance loan and grant policies and recommend
changes as appropriate. It will also review and research applications for assistance
forwarded to the Board of Control, take appropriate actions within guidelines specified by
the Board of Control, or recommend appropriate action to the Board of Control.
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Article X
Employees
Section 1: Employees of the Corporation. The Board of Control will establish
the structure, number and description of employee positions for the Corporation. The
Executive Committee will develop personnel policies.
Section 2: Vacancies. The Executive Committee will solicit, screen, select
and submit candidates for vacancies in the Executive Director position to the Board of
Control for final approval. The Executive Director will solicit, screen and make final
selection for all other vacant positions.
Section 3: Executive Director. The Executive Director, as the chief staff
position of the Corporation shall:
a. Promote, manage, supervise, and direct all activities of the Corporation under
the policy guidance of the Board of Control, and render such other related
services and duties as may be assigned by the Board of Control.
b. Be an advisor to the Board of Control.
c. Submit the Corporation’s Annual Report of the Coast Guard
Mutual Assistance operations for the past fiscal year to the Board of Control,
pursuant to the provisions of section 7, Article IX.
d. Be responsible to ensure that proper procedures are established to safeguard
the funds received, and that funds are collected, invested, allocated, disbursed,
and audited in accordance with policies approved by the Board of Control.
e. Serve as the conduit between members of the Board of Control and the
Employees of the Corporation.
f. In accordance with policies approved by the Board of Control, be responsible
for personnel matters relating to all other employees, including but not limited
to, hiring, compensation, supervision, performance, performance review and
termination of employees.
g. Advise the Board of Control on all substantial personnel matters.
h. Serve as the Secretary of the Board of Control and Corporation.
The Executive Director will report directly to the President.
Section 4: Director of Administration: The Director of Administration shall:
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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Feb 2017
a. Ensure that a record of minutes of meetings, correspondence, reports, and all
other documents of the Board of Control and Coast Guard Mutual Assistance
are made and kept.
b. Assist the President and Executive Director in conducting the administrative
affairs of Coast Guard Mutual Assistance and the Board of Control.
c. Assist the Secretary of the Board of Control in preparation of all Board of
Control meeting minutes.
d. Supervise subordinate employees of the Corporation.
The Director of Administration will report directly to the Executive Director.
Section 5: Director of Finance. The Director of Finance shall:
a. Ensure that a record of all monetary transactions, property owned or possessed
by Coast Guard Mutual Assistance, and all other financial documents are made
and kept.
b. Assist the President and Executive Director in conducting the financial affairs
of Coast Guard Mutual Assistance and the Board of Control.
c. Assist the Treasurer of the Board of Control in the preparation of financial
documents.
d. Supervise subordinate employees of the Corporation.
The Director of Finance will report directly to the Executive Director.
Section 6: Other employees. Staff employees will be tasked with functions
and responsibilities assigned by the Executive Director. These employees will report to
the Director assigned.
Article XI
Contracts, Loans, Checks and Deposits
Section 1: Contracts. The Board of Control or the Executive Committee may
authorize any officers, agents, or employees to enter into any contract or execute and
deliver any instrument in the name of and on behalf of the Corporation, and such authority
may be general or confined to specific instances.
Section 2: Loans.
a. No loan(s) shall be contracted on behalf of the Corporation and no evidence of
indebtedness shall be issued in its name unless authorized by a resolution of the Board of
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
B-13
Feb 2017
Control as recommended by the Finance Committee. Such authority may be general or
confined to specific instances.
b. No personal loan(s) or grant(s) incident to the Corporation’s exempt purposes
and described in the various CGMA programs shall be made to officers, staff employees,
members of the Board of Control or Representatives, without the approval of the next
higher authority. The Executive Director must approve all CGMA personal loans or
grants for Representatives and staff employees; and the Board of Control must approve all
CGMA personal loans or grants for officers of the Corporation.
c. No loan(s) for any purpose, that is not incident to the Corporation’s exempt
purposes, shall be made, unless by a resolution of the Board of Control as recommended
by the Finance Committee. This provision shall in no way prohibit the Corporation from
making loans incident to its exempt purposes.
Section 3: Checks and Drafts. All checks, drafts or other orders for the
payment of money, issued in the name of the Corporation, shall be signed by such
officer(s), or employees of the Corporation and in such manner as shall be determined by
the Board of Control.
Section 4: Deposits. All funds of the Corporation not otherwise employed
shall be deposited from time to time to the credit of the Corporation in such depositories
as the Finance Committee may select.
Article XII
General Provisions
Section 1: Seal. The corporate seal of the Corporation shall be circular and
shall have inscribed thereon, within and around the circumference, “Coast Guard Mutual
Assistance, Inc.” and in the center shall be inscribed the word “SEAL
Section 2: Voting Upon Shares of Other Corporations. Unless otherwise
ordered by the Board of Control, the Chairman of the Finance Committee shall have full
power and authority on behalf of the Corporation to vote either in person or by proxy at
any meeting of shareholders of any corporation in which this Corporation may hold
shares, and at any such meeting may possess and exercise all of the rights and powers
incident to the ownership of such shares, which, as owner thereof, this Corporation might
have possessed and exercised if present. The Chairman must provide a full report of all
such actions at the next meeting of the Board of Control. The Board of Control may
confer like powers upon any other person, and may revoke any such powers so granted at
its pleasure.
Section 3: Auditors. From those recommended by the Audit Committee, a
licensed, certified public accountant shall be appointed by the Board of Control to audit
the books, financial records and statements of the Corporation for any fiscal year of the
Corporation and at such other time or times and for such periods as the Board of Control
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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Feb 2017
may deem advisable, and to furnish certified reports of such audits. A copy of such annual
audit report will be available no later than six months after the end of the fiscal year, and
will be available to any current contributor providing a written request is made for the
report.
Section 4: Bonds. The Board of Control may, in its discretion, by resolution
require any officer, agent, or employee of the Corporation to give bond to the Corporation,
with sufficient sureties, conditioned on the faithful performance of the duties of his
respective office or position, and to comply with other such conditions as may be required
from time to time by the Board of Control. The Corporation shall pay the premiums for
all such bonds.
Article XIII
Conflicts of Interest
Section 1: Procedures. At such time as any matter comes before the Board of
Control or a committee of the Board of Control in such a way as to give rise to a real or
perceived conflict of interest, the affected Board of Control member or, if present, the
affected officer, shall make known the potential conflict and all relevant and material facts
concerning the transaction which might reasonably be construed to be adverse to the
interests of the Corporation. After responding to any questions which might be asked by
the other Board of Control members, the affected Board of Control member or officer
shall withdraw from the meeting until the remaining Board of Control members vote upon
the matter which gave rise to the conflict. In the event that the affected Board of Control
member or officer fails to withdraw voluntarily, the President or the Chairperson of the
committee is empowered to require withdrawal from the room both during the discussion
and the vote upon the matter. In the event the conflict of interest affects the President, the
Vice President is empowered to require that the President withdraw in the same manner
and, for the duration of the discussion and action on the matter, the Vice President shall
preside.
A majority of disinterested Board of Control members shall constitute a quorum
for the purpose of taking action with respect to any such matter before the Board of
Control provided that a transaction may not be authorized, approved or ratified by a single
Board of Control member.
Section 2: Policy. It is the policy of the Board of Control that no Board of
Control member, officer, or staff employee shall request or accept any favor (financial or
otherwise), which might influence his or her actions affecting the Corporation or its
affiliated organizations.
Board of Control members and officers shall use their best efforts to avoid any
employment, activity, investment or other interests which might involve an obligation to
make a disclosure under this policy of a situation which may be in competition or conflict
with the best interests of the Corporation and, in all events, shall promptly disclose the
same as they may arise in the future.
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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Feb 2017
Article XIV
Political Activities
The Corporation shall not devote more than an insubstantial part of its activities to
attempting to influence legislation by propaganda or otherwise. It shall not directly or
indirectly participate in, or intervene in (including the publishing or distributing of
statements), any political campaign on behalf of or in opposition to any candidate for
public office. Notwithstanding any other provision of these Bylaws, the Corporation shall
not, otherwise than as in insubstantial incidental part of its activities, engage in any
activities or exercise any powers that are not in furtherance of its main or primary exempt
purposes.
Article XV
Amendments
These Bylaws shall be adopted by the Board of Control and may be amended,
provided that no such action shall be taken if it would in any way adversely affect the
Corporation’s qualifications under Section 501(c)(3) of the Code. Amendments to the
Bylaws shall be adopted by an affirmative vote of the majority of the members of the
Board of Control. The vote may be done by mail, or by telephone or electronic meeting,
so long as a majority of the members casts a vote.
Article XVI
Limit on Liability and Indemnification
Section 1: Definitions. For purposes of this article the following definitions
shall apply:
(i) “Corporation” means this Corporation only;
(ii) “expenses” includes counsel fees, expert witness fees, and costs of
investigation, litigation and appeal, as well as any amounts expended in asserting a claim
for indemnification;
(iii) “liability” means the obligation to pay judgment, settlement, penalty,
fine or other such obligation, including, without limitation, any excise tax assessed with
respect to an employee benefit plan;
(iv) “legal entity” means a corporation, partnership, joint venture, trust,
employee benefit plan or other enterprise;
(v) “predecessor entity” means a legal entity the existence of which
ceased upon its acquisition by the Corporation in a merger or otherwise; and
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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Feb 2017
(vi) “proceeding” means any threatened, pending, or completed action,
suit, proceeding or appeal whether civil, criminal, administrative or investigative and
whether formal or informal.
Section 2: Limit on Liability. In every instance in which the Virginia
Nonstock Corporation Act, as it exists on the date hereof or may hereafter be amended,
permits the limitation or elimination of liability of BOC members or officers of a
corporation to the corporation or its members, the BOC members and officers of the
Corporation shall not be liable to the Corporation or its members.
Section 3: Indemnification of BOC members, Representatives and Officers.
The Corporation shall indemnify any individual who was or is threatened to be made a
party to a proceeding (including a proceeding by or in the right of the Corporation)
because such individual is or was a Board of Control member, Representative or officer of
the Corporation, or because such individual is or was serving the Corporation or any other
legal entity in any capacity at the request of the Corporation while a Board of Control
member, Representative, or officer of the Corporation, against all liabilities and
reasonable expenses incurred in the proceeding except such liabilities and reasonable
expenses as are incurred because of such individual’s willful misconduct or knowing
violation of the criminal law. Service of a Board of Control member, Representative, or
officer of a legal entity controlled by the Corporation shall be deemed service at the
request of the Corporation. The determination that indemnification under this Section is
permissible and the evaluation as to the reasonableness of expenses in a specific case shall
be made, in the case of a Board of Control member, as provided by law, and in the case of
an officer or Representative as provided in this Section; provided, however, that if a
majority of the BOC members of the Corporation has changed after the date of the alleged
conduct giving rise to a claim for indemnification, such determination and evaluation
shall, at the option of the person claiming indemnification, be made by special legal
counsel agreed upon by the Board of Control and such person. Unless a determination has
been made that indemnification is not permissible, the Corporation shall make advances
and reimbursements for expenses incurred by a Board of Control member or officer in a
proceeding upon receipt of an undertaking from such BOC members or officer to repay
the same if it is ultimately determined that such Board of Control member or officer is not
entitled to indemnification. Such undertaking shall be an unlimited, unsecured general
obligation of the Board of Control member, Representative or officer and shall be
accepted without reference to his or her ability to make repayment. The termination of a
proceeding by judgment, order, settlement, conviction, or upon a plea of nolo contendere
or its equivalent shall not of itself create a presumption that a Board of Control member,
Representative or officer acted in such a manner as to make him or her ineligible for
indemnification. The Corporation is authorized to contract in advance to indemnify and
make advances and reimbursements for expenses to any of its BOC members
Representative or officers to the same extent provided in this Section.
Section 4: Indemnification of Others. The Corporation may, to a lesser extent
or to the same extent that it is required to provide indemnification and make advances and
Coast Guard Mutual Assistance Manual Appendix B. CGMA Bylaws
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Feb 2017
reimbursements for expenses to its BOC members and officers pursuant to Section 3, shall
provide indemnification and make advances and reimbursements for expenses to its
employees and agents, the BOC members, officers, employees and agents of subsidiaries
and predecessor entities, and any person serving any other legal entity in any capacity at
the request of the Corporation, and may contract in advance to do so. The determination
that indemnification under this Section 4 is permissible, the authorization of such
indemnification and the evaluation as to the reasonableness of the expenses in a specific
case shall be made as authorized from time to time by general or specific action of the
Board of Control, which action may be taken before or after a claim for indemnification is
made, or otherwise provided by law. No person’s rights under Section 3 of this Article
shall be limited by the provisions of this Section.
Section 5: Miscellaneous. The rights of each person entitled to
indemnification under this Article shall apply to the benefit of such person’s heirs,
executors and administrators. Special legal counsel selected to make determinations
under this article may be counsel for the Corporation. Indemnification pursuant to this
Article shall not be exclusive of any other right of indemnification to which any person
may be entitled, including indemnification pursuant to a valid contract, indemnification
by legal entities other than the Corporation and indemnification under policies of
insurance purchased and maintained by the Corporation or others. However, no person
shall be entitled to indemnification by the Corporation to the extent he is indemnified by
another, including an insurer. The Corporation is authorized to purchase and maintain
insurance against any liability it may have under this Article or to protect any of the
persons named above against any liability arising from their service to the Corporation or
any other legal entity at the request of the Corporation regardless of the Corporation’s
power to indemnify against such liability. The provisions of the Article shall not be
deemed to preclude the Corporation from entering into contracts otherwise permitted by
law with any individuals or legal entities, including those named above. If any provision
of this Article or its application to any person or circumstances is held invalid by a court
of competent jurisdiction, the invalidity shall not affect the other provisions or
applications of this Article, and to this end the provisions are severable.
Section 6: Application: Amendments. The provisions of this Article shall be
applicable from and after its adoption even though some or all of the underlying conduct
or events relating to a proceeding may have occurred before its adoption. No amendment,
modification or repeal of this Article shall diminish the rights provided hereunder to any
person arising from conduct or events occurring before the adoption of such amendment,
modification or repeal.
Coast Guard Mutual Assistance Manual Appendix C. Forms
C-1
Sep 2016
CGMA Forms
A. General
The following forms have been adopted for use by CGMA:
CGMA 1 Quick Loan Application
CGMA 5 CGMA Application for Assistance
CGMA 6 CGMA Application for Disaster Assistance
CGMA 6a CGMA Application for Conversion of Disaster Loan into a Grant
CGMA 7 CGMA Application for CGMA Layette
CGMA 8 Application for CGMA Stafford/PLUS Loan Fee Reimbursement
CGMA 10 Application for CGMA Supplemental Education Grant (SEG)
CGMA 11 CGMA Application for Education Loan
CGMA 15 CGMA Budget Form
CGMA 16 Pre-Authorization Form
CGMA 17 CGMA Disapproval/Appeal Statement
CGMA 20 Representative Information and Certification Form
CGMA 20a Assistant Representative Information and Certification Form
CGMA 21 Relief of Representative or Assistant Representative Audit Form
CGMA 22 CGMA/NFCC Agreement
CGMA 22a CGMA Letter of Introduction
CGMA 22b Counselor Recommendation Form
CGMA 41 Cash Contribution Form
CGMA 42 Memorial Contribution Form
CGMA 43 Active Duty Contribution Allotment Authorization Form
CGMA 44 Civilian Employee Contribution Allotment Authorization Form
CGMA 45 Retired Contribution Allotment Authorization Form
CGMA 47 Securities Contribution Form
CGMA 48 Honorary Donation Form
CGMA 52 CGMA Check
Closing Disclosure Closing Disclosure Form
00-35-2653NSBW Bank of America Signature Card
A copy of each form is to follow this page.
B. Additional Information
See section 6-C for information on obtaining, securing and accountability of forms.
Contact the CGMA-HQ Director of Administration or Executive Director if changes
are needed to the list of forms or any specific form. (See paragraph 2-D-2 for
CGMA-HQ contact information.)
Coast Guard Mutual Assistance Manual Appendix D. Locations
D-1
Sep 2016
Locations of CGMA Representatives
1. Academy New London
2. Air Station Atlantic City
3. Air Station Barbers Point
4. Air Station Borinquen
5. Air Station Clearwater
6. Air Station Detroit
7. Air Station Miami
8. Air Station Sacramento
9. Air Station San Francisco
10. Air Station Savannah
11. Air Station Sitka
12. Air Station Traverse City
13. Air Station/SFO Port Angeles
14. ATC Mobile
15. Base Alameda
16. Base Boston
17. Base Cape Cod
18. Base Charleston
19. Base Cleveland
20. Base Detachment St. Louis
21. Base Elizabeth City
22. Base Honolulu
23. Base Ketchikan
24. Base Ketchikan-Juneau Detachment
25. Base Kodiak
26. Base LALB
27. Base Miami Beach
28. Base National Capitol Region
29. Base New Orleans
30. Base Portsmouth
31. Base Seattle
32. Cryptologic Unit Texas
33. District Fourteen Honolulu
34. FINCEN Chesapeake
35. HITRON Jacksonville
36. Institute Oklahoma City
37. LSC Norfolk
38. MFPU Kings Bay
39. MSST San Diego
40. MSU Chicago
41. MSU Duluth
42. MSU Huntington
43. MSU Morgan City
Coast Guard Mutual Assistance Manual Appendix D. Locations
D-2
Feb 2017
Locations of CGMA Representatives
44. MSU Paducah
45. MSU Pittsburgh
46. MSU Port Arthur
47. MSU Portland
48. MSU Savannah
49. MSU Texas City
50. MSU Valdez
51. NVDC Falling Waters
52. PPC Topeka
53. Sector Anchorage
54. Sector Boston
55. Sector Buffalo
56. Sector Charleston
57. Sector Columbia River Warrenton
58. Sector Corpus Christi
59. Sector Delaware Bay Philadelphia
60. Sector Detroit
61. Sector Guam
62. Sector Houston/Galveston
63. Sector Humboldt Bay
64. Sector Jacksonville
65. Sector Key West
66. Sector Lake Michigan Milwaukee
67. Sector Long Island Sound New Haven
68. Sector Los Angeles/Long Beach
69. Sector Lower Mississippi River Memphis
70. Sector Mobile
71. Sector New York
72. Sector North Bend
73. Sector North Carolina Atlantic Beach
74. Sector Northern New England Portland ME
75. Sector Ohio Valley Louisville
76. Sector Puget Sound Seattle
77. Sector San Diego
78. Sector San Francisco
79. Sector San Juan
80. Sector Sault Ste. Marie
81. Sector Southeastern New England Woods Hole
82. Sector St. Petersburg
83. Sector Upper Mississippi River St. Louis
84. SFO Eastern Shore Chincoteague
85. SFO Galveston
86. SFO Grand Haven
Coast Guard Mutual Assistance Manual Appendix D. Locations
D-3
Feb 2017
Locations of CGMA Representatives
87. SFO Moriches
88. SFO Southwest Harbor
89. Special Missions Training Center Camp Lejeune
90. Station Channel Island Harbor Oxnard
91. Station Chetco River Harbor
92. TISCOM Alexandria
93. TRACEN Cape May
94. TRACEN Petaluma
95. TRACEN Yorktown
96. USCGC ACTIVE
97. USCGC ALERT
98. USCGC BEAR
99. USCGC BERTHOLF
100. USCGC CAMPBELL
101. USCGC CONFIDENCE
102. USCGC DEPENDABLE
103. USCGC DILIGENCE
104. USCGC EAGLE
105. USCGC ESCANABA
106. USCGC FORWARD
107. USCGC HAMILTON
108. USCGC HARRIET LANE
109. USCGC HICKORY
110. USCGC JAMES
111. USCGC JUNIPER
112. USCGC LEGARE
113. USCGC MACKINAW
114. USCGC MELLON
115. USCGC MIDGETT
116. USCGC MOHAWK
117. USCGC MORGENTHAU
118. USCGC NORTHLAND
119. USCGC OAK
120. USCGC POLAR STAR
121. USCGC RELIANCE
122. USCGC RESOLUTE
123. USCGC SENECA
124. USCGC SHERMAN
125. USCGC SPENCER
126. USCGC STEADFAST
127. USCGC STRATTON
128. USCGC SYCAMORE
129. USCGC TAHOMA
Coast Guard Mutual Assistance Manual Appendix D. Locations
D-4
Feb 2017
Locations of CGMA Representatives
130. USCGC TAMPA
131. USCGC THETIS
132. USCGC VIGILANT
133. USCGC VIGOROUS
134. USCGC WAESCHE
135. Yard Baltimore
Contact the CGMA-HQ Client Services Specialist or the Director of Administration if
changes are needed to the list of Representatives. (See paragraph 2-D-2 for CGMA-HQ
contact information.)
Coast Guard Mutual Assistance Manual Appendix E. Case Management Program
Jul 2010
Coast Guard Mutual Assistance
Appendix E
Case Management Program
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-i
Jul 2010
Table of Contents
Section Subject Page
A. General E-1
B. Obtaining Access E-2
C. The Login Screen E-3
D. Main Menu E-4
E. Admin Screen E-5
F. Password/Check Writing Pin Update E-6
G. Reset Check Sequence E-7
H. Configure Check Printing E-8
I. Adding a New Case E-9
J. New Case Screen E-10
K. Case Data Entry E-11
L. Case Details E-12
M. Client & Case Section E-13
N. Applicant E-14
O. Student E-15
P. Checks E-16
Q. Repayment E-17
R. Printing Checks E-18
S. Check Printing Screen E-19
T. Confirm Check Printed E-20
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-ii
Jul 2010
U. To Print the Check E-21
V. If You Need to Void a Check E-22
W. Case Lookup E-23
X. Voiding a Check E-24
Y. Void Check Screen E-25
Z. Reports E-26
AA. Active Loan List E-27
BB. Assistance Summary E-28
CC. Check Usage E-29
DD. Local Service Units E-30
EE. Contacting CGMA-HQ E-31
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-6
Jul 2010
F. Password/Check Writing Pin Update
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-7
Jul 2010
G. Reset Check Sequence
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-8
Jul 2010
H. Configure Check Printing
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-13
Jul 2010
M. Client & Case Section
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-19
Jul 2010
S. Check Printing Screen
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-20
Jul 2010
T. Confirm Check Printed
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-21
Jul 2010
U. To Print the Check
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-22
Jul 2010
V. If you Need To Void a Check
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-28
Jul 2010
BB. Assistance Summary
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-30
Jul 2010
DD. Local Service Units
Coast Guard Mutual Assistance Manual Appendix E. Case Management
E-31
Jul 2010
EE. Contacting CGMA-HQ
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
Jul 2010
Coast Guard Mutual Assistance
Appendix F
Disaster Response
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
F-i
Jul 2010
Table of Contents
Section Subject Page
A. Disaster Assistance Policy F-1
B. Guidance F-2
1. Disaster Assistance Request Form (CGMA Form 6) F-2
2. Specific Incident Guidance F-2
3. CGMA Check Cashing F-2
4. Restricted List F-2
5. CGMA Identification Vests and Vehicle Signs F-2
6. Contact CGMA-HQ F-2
C. Response Team Disaster Deployment List F-3
D. After the Emergency Has Passed F-4
E. Loan-to-Grant Conversion Expectations F-4
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
F-1
Jul 2010
A. Disaster Assistance Policy
In the time of a major disaster, such as a hurricane, CGMA’s initial objective is to rapidly
provide emergency assistance for evacuation and cash needed to meet basic living expenses
such as food, shelter, clothing, etc. In these instances, CGMA normally uses appropriate
modified procedures to provide rapid emergency assistance, including reducing normal
paperwork and approval procedures to a minimum. In the initial stages of a crisis it is
impossible to adequately assess each individual’s situation as to financial need. Active duty
members and civilian employees may be eligible to receive reimbursement from the federal
government for evacuation expenses and assistance in the form of per diem payments under
“safe haven” orders. Other expenses and losses sustained by members of the Coast Guard
family may qualify for reimbursement from government agencies or from commercial
sources, such as insurance.
It is CGMA’s policy during these extraordinary times to meet the client’s immediate
financial needs with an interest-free loan and then at a later date, when more specific data
and information are available, determine whether the financial assistance should be a grant,
loan or a combination of grant and loan. In these situations, the start of any interest-free loan
repayment is deferred until some point in the future. This provides time for the situation to
stabilize and for reimbursement entitlements to be determined, allowing CGMA to
objectively assess an individual’s true out-of-pocket losses and financial needs.
It must be recognized that CGMA is not in a position to cover losses due to lack of adequate
insurance coverage, the failure of an insurance company to settle claims, or to bridge the gap
between pre-disaster property values and insurance recoupment. While CGMA would like to
see those affected made whole, even agencies of the federal government and major charities
do not have sufficient funds to cover every individual’s actual losses.
CGMA’s disaster assistance priority for losses and expenses not reimbursed by other sources
is:
Priority 1 - Emergency disaster assistance for basic living expenses to prevent privation (lack
of food, shelter or clothing) and temporary home repairs to prevent further damage.
Priority 2 - Basic household setup/re-establishment, personal property items and other
emergency needs.
Disaster assistance will be provided in the order of priority indicated, subject to the
availability of funds and financial need. CGMA does not provide assistance for major
structural loss.
NOTE: Assistance should be limited to $3,000 per client/family. Where a need exists for
greater amounts, approval must come from CGMA-HQ.
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
F-2
Jul 2010
B. Guidance
1. Disaster Assistance Request Form (CGMA Form 6)
This assistance request form is designed to be used when there are a large number of
potential clients waiting to be processed. It is to be used only when directed by CGMA-
HQ. After assistance is rendered a copy of this form must be forwarded to CGMA-HQ.
2. Specific Incident Guidance
CGMA Headquarters will convey additional guidance for specific incidents as
appropriate. This guidance could include issues such as any waivers of normal
procedures or guidelines.
3. CGMA Check Cashing
If warranted, CGMA HQ will attempt to arrange for CGMA check cashing capability
with local commercial concerns and will advise on-scene CGMA Representatives via
available means. CGMA may not always be successful, and on-scene representatives are
encouraged to also make arrangements with any local credit unions or exchange
activities. In major incidents the Coast Guard may have agent cashiers on-scene with
some check cashing capability. Should such check cashing capability be available,
confirm with the agent cashier to whom the CGMA assistance checks should be made
payable. Normally, they will require the checks be made payable to U.S. Coast Guard.
4. Restricted List
Clients on the Restricted List are not eligible for CGMA assistance without specific prior
approval of CGMA HQ.
5. CGMA Identification Vests and Vehicle “CGMA Disaster Response” Magnetic
Signs
These items have been pre-positioned with certain Representatives for use in disaster
situations. If needed, these materials may be obtained from CGMA-HQ.
6. Contact CGMA HQ
Do not hesitate to contact CGMA HQ staff with any questions or problems. Daytime
and after hours contact information will be provided with the Specific Incident
Guidance indicated above.
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
F-3
Jul 2010
C. Response Team Disaster Deployment List
It is recommended that the below items be considered as part of a “Deployment Kit” for
CGMA Disaster Response Teams. This list is based on recommendations from CGMA
personnel with major disaster experience. It is not intended to be all inclusive and should be
adjusted by the assistance teams based on the situation at hand, experience, available
facilities and transportation:
All needed forms including:
- CGMA Checks (CGMA Form 52)
- CGMA Application for Disaster Assistance (CGMA Form 6)
Paper
Pens
Wet Wipes
Bottled drinking water
Clipboards (metal version)
Cell phones, including batteries/chargers/inverters
Laptops, including batteries/chargers/inverters
Printers if applicable
Copy of current CGMA Restricted List
CGMA Manual
Copies of CGMA Disaster Policy that can be shown to clients applying for assistance
Copy of your orders or letter from Coast Guard explaining your role
Briefcase on wheels
CGMA identification “vests” – available from CGMA-HQ
CGMA disaster response magnetic vehicle signs - available from CGMA-HQ
RV
Folding tables/chairs/portable umbrella(s)/awnings, etc depending on vehicle space
Coast Guard Mutual Assistance Manual Appendix F. Disaster Response
F-4
May 2013
D. After the Emergency Has Passed
Once the emergency has passed many of the recipients may wish to request that their loans
be converted into grants. For those wishing to do so the following documents must be
submitted to CGMA-HQ via a CGMA Representative:
A completed CGMA Form 6A
A copy of the CGMA Form 6 (should have already been sent IAW section B-1)
A complete list of items lost, damages and repair/replacement cost estimates
A written statement as to why the request should be approved
Any other documentation that might support the claim
E. Loan-to-Grant Conversion Expectations
Board members and CGMA-HQ Staff members will convene to review and approve or
disapprove the requests.
CGMA is not an insurance company and cannot be expected to cover losses or damage to
personal property (household furnishings, autos, house damage, etc.).
Clients should be properly insured and are expected to file a claim against their insurance
company, except where deductibles are greater than the loss or damage. Proof of insurance
deductible is required.
Consideration will be given for un-reimbursed food losses not to exceed $250 for a single
person and $500 for a family.
Consideration will be given for insured but un-reimbursed personal property losses not to
exceed $1,000.
Consideration will be given for insured but un-reimbursed vehicle losses not to exceed
$1,000.
Consideration will be given for insured but un-reimbursed vehicle damage not to exceed
$1,000.
Consideration will be given for insured but un-reimbursed home/property damage not to
exceed $1,000.
Some consideration will be given for un-insured losses.
Consideration may be given for other miscellaneous expenses, not to exceed $1,000.
Instructions for completion: Applicants are to complete Sections A and B, read Section C and sign the application for assistance. Submit the completed, signed application to your Commanding Officer/OIC for approval. Once approved, deliver to the nearest CGMA Representative for processing. Please type or print all entries. Section A – CGMA CLIENT INFORMATION 1. Name: Last First M.I. 2. Rank/Rate/Grade 3. Social Security No. 4. Employee ID No.
- - 5. Home Address: Street Apt. No. City State Zip Code 6. E-Mail Address
- 7. Status: 8. Telephone No: Home
Active Duty Member Reserve Member Recalled to Active Duty Civilian Employee ( ) - 9. Present Unit: OPFAC # 10. Telephone No: Work
( ) - ext
11. Date of Birth (MM/DD/YYYY) 12. Years of Service 13. Anticipated date of Separation (MM/DD/YYYY)
/ / / /
14. Family members for whom you furnish more than one-half support (list additional dependents on a separate sheet if necessary)
Name: Last First M.I. Relationship to CGMA Client Age (if dependent child)
Section B – ASSISTANCE REQUESTED
Section C – APPLICANT'S CERTIFICATION Everything that I have stated in this application is correct to the best of my knowledge. You are authorized to check the facts surrounding this request including my credit and employment history. I understand that any misstatement of fact is grounds for denial of this request. I understand and agree that my signature constitutes voluntary consent to collection of the debt, or any remainder thereof, from my final pay upon separation or retirement from the armed forces. I understand that I am responsible for any unpaid balance and that any delinquent unpaid balance may be referred to a collection agency and may affect my credit. I hereby authorize the U.S. Coast Guard to supply CGMA with any requested information contained in my official Coast Guard personnel and pay files in connection with this assistance. I further authorize the U.S. Coast Guard, or any agency, to supply my latest home address to CGMA whenever requested. I understand that CGMA is an independent private entity, not part of the U.S. Government. This application form, therefore, is not subject to the Privacy Act (5 U.S.C. 552a). Information provided on this application, in some cases, may be provided by CGMA to the Coast Guard when deemed necessary. This form, with attachments, will be placed in the CGMA Representative's unit file.
I certify that I do not have an existing CGMA loan balance and that I have not had more than one Quick Loan in the past year.
Applicant’s Signature Date / /
Section D – Commanding Officer/OIC Approval I have reviewed this request for a Quick Loan and I approve.
Signature _____________________________________________ Date / / Typed or Printed Name Unit
CGMA Form 1 (10/15) www.CGMAHQ.org CGMA-HQ (800) 881-2462
CGMA QUICK LOAN APPLICATION
15. Type of Assistance Requested 16. Amount of Assistance Requested 17. Requested Monthly Repayment Amount
Loan Only $ $ I need this assistance because…
Instructions for completion: All applicants are to complete Sections A and C, read Section D and sign the application for assistance. Additionally, applicant must complete Section B when the CGMA client is not available. Return the completed, signed application along with supporting documentation and, when required, a completed CGMA Budget Form (CGMA Form 15) to the nearest CGMA Representative for processing. Please type or print all entries. Section A – CGMA CLIENT INFORMATION 1. Name: Last First M.I. 2. Rank/Rate/Grade 3. Social Security No. 4. Telephone No: Home
- - ( ) - 5. Home Address: Street Apt. No. City State Zip Code 6. E-Mail Address
- 7. Status: (Indicate prior status if CGMA Member is deceased) 8. Check Box if Client is deceased
Active Duty Retired Civilian Reserve Auxiliary CGES PHS Other (Describe)
9. Present Unit: (if applicable) OPFAC # 10. Telephone No: Work
( ) - ext
11. Date of Birth (MM/DD/YYYY) 12. Years of Service 13. Anticipated date of Separation (MM/DD/YYYY) 14. Date Retired (MM/DD/YY)
/ / / / / /
15. Family members for whom you furnish more than one-half support (list additional dependents on a separate sheet if necessary)
Name: Last First M.I. Relationship to CGMA Client Age (if dependent child)
Section B – APPLICANT INFORMATION To be completed if the applicant is not the CGMA Client (i.e. spouse, widow (er) or other authorized family member) 16. Name: Last First M.I.
17. Social Security Number.
18. Relationship to Client
19. Power of Attorney?
20. Pre-Authorization Form
- - Yes No Yes No
21. Home Address and phone number (if different from that of the CGMA Client)
Street Apt. No. City State Zip Code Home Phone
- ( ) -
Section C – ASSISTANCE REQUESTED
Section D – APPLICANT'S CERTIFICATION Everything that I have stated in this application and attached documents is correct to the best of my knowledge. I understand that you will retain this application whether or not it is approved. You are authorized to check the facts surrounding this request including my credit and employment history. I understand that any misstatement of fact is grounds for denial of this request. I understand and agree that my signature constitutes voluntary consent to collection of the debt, or any remainder thereof, from my final pay upon separation or retirement from the armed forces. I understand that I am responsible for any unpaid balance and that any delinquent unpaid balance may be referred to a collection agency and may affect my credit. I hereby authorize the U.S. Coast Guard to supply CGMA with any requested information contained in my official Coast Guard personnel and pay files in connection with this assistance. I further authorize the U.S. Coast Guard, or any agency, to supply my latest home address to CGMA whenever requested. I understand that CGMA is an independent private entity, not part of the U.S. Government. This application form, therefore, is not subject to the Privacy Act (5 U.S.C. 552a). Information provided on this application, in some cases, may be provided by CGMA to the Coast Guard when deemed necessary. This form, with attachments, will be placed in the CGMA Representative's unit file.
Applicant’s Signature Date / / CGMA Form 5 (Revised 03/10) http://www.cgmahq.org CGMA-HQ (800) 881-2462
CGMA APPLICATION FOR ASSISTANCE
22. Type of Assistance Requested 23. Amount of Assistance Requested 24. Requested Monthly Repayment Amount
Loan Grant $ $ Reason assistance is needed (attach additional pages if necessary)
CGMA APPLICATION ENDORSEMENTS
A command endorsement is required for requests for assistance from active duty members, civilian employees and Reserve members who are not stationed at the same unit as the CGMA Representative. Auxiliary members must obtain an endorsement from their flotilla commanders. CGMA may request additional endorsements when deemed necessary.
SUPERVISOR I have reviewed this request for assistance and recommend: Approval Disapproval My recommendation is based on the following:
Signature _____________________________________________ Date / /
Typed or Printed Name Unit
COMMANDING OFFICER/OIC/FLOTILLA COMMANDER If the client is an Auxiliary member, is he/she an ACTIVE participant in Flotilla activities? Yes No I have reviewed this request for assistance and recommend: Approval Disapproval My recommendation is based on the following:
Signature _____________________________________________ Date / /
Typed or Printed Name Unit/Flotilla
CGMA REPRESENTATIVE I have reviewed this request for assistance and recommend: Approval Disapproval (CGMA Form 17 required) My recommendation is based on the following:
Signature _____________________________________________ Date / /
Typed or Printed Name Unit
CGMA Form 5 Reverse (Revised 03/10) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Instructions for completion: All applicants are to complete Sections A and C, read Section D and sign the application for assistance. Additionally, applicant must complete Section B when the CGMA client is not available. Section A – CGMA CLIENT INFORMATION 1. Name: Last First MI 2. Rank/Rate/Grade 3. Social Security # 4. Home Phone #
- - ( ) -
5. Home Address: Street Apt. No. City State Zip Code 6. E-Mail Address
-
7. Status: (Indicate prior status if CGMA Member is deceased)
Active Duty Retired Civilian Reserve Auxiliary CGES PHS Other _________________ 8. Present Unit: (if applicable) OPFAC # 9. Work Phone #
( ) - Ext 10. Date of Birth (MM/DD/YYYY) 11. Years of Service 12. Anticipated date of Separation (MM/DD/YYYY) 13. Date Retired (MM/DD/YY)
/ / / / / /
14. Family members for whom you furnish more than one-half support (list additional dependents on a separate sheet if necessary)
Name: Last First MI Relationship to CGMA Client Age (if dependent child)
Section B – APPLICANT INFORMATION (To be completed if the applicant is not the CGMA Client (spouse, child, etc.))
15. Name: Last First MI 16. Social Security # 17. Relationship
to Client 18. Power of
Attorney? 19. Pre-Authorization
Form
- - Yes No Yes No
20. Home Address and phone number (if different from that of the CGMA Client)
Street Apt. No. City State Zip Code Home Phone #
- ( ) -
Section C – DISASTER ASSISTANCE REQUESTED
Section D – APPLICANT'S CERTIFICATION Everything that I have stated in this application and attached documents is correct to the best of my knowledge. I understand that you will retain this application whether or not it is approved. You are authorized to check the facts surrounding this request including my credit and employment history. I understand that any misstatement of fact is grounds for denial of this request. I understand and agree that my signature constitutes voluntary consent to collection of the debt, or any remainder thereof, from my final pay upon separation or retirement from the armed forces. I understand that I am responsible for any unpaid balance and that any delinquent unpaid balance may be referred to a collection agency and may affect my credit. I hereby authorize the U.S. Coast Guard to supply CGMA with any requested information contained in my official Coast Guard personnel and pay files in connection with this assistance. I further authorize the U.S. Coast Guard, or any agency, to supply my latest home address to CGMA whenever requested. I understand that CGMA is an independent private entity, not part of the U.S. Government. This application form, therefore, is not subject to the Privacy Act (5 U.S.C. 552a). Information provided on this application, in some cases, may be provided by CGMA to the Coast Guard when deemed necessary. This form, with attachments, will be placed in the CGMA Representative's unit file.
Applicant’s Signature Date / / CGMA Form 6 (02/2008) http://www.cgmahq.org CGMA-HQ (800) 881-2462
THIS FORM IS TO BE USED ONLY WHEN DIRECTED BY CGMA-HQ!
CGMA – APPLICATION FOR DISASTER ASSISTANCE
21. Type of Assistance Requested 22. Total Amount of Assistance Requested 23. Requested Monthly Repayment Amount
Interest-Free Loan Only $ $ Minimum Amount For Paygrade I need these funds immediately for the following items:
Food $____________ Clothing $____________ Temporary Housing $____________
Household Appliances $____________ Temporary Emergency Home Repairs $____________
Transportation Expense $____________ Other _________________________________________________ $____________ (Use back of form for additional information.) I understand that this is a loan and that repayment is being delayed for three months (longer if necessary). I also understand that I may separately request to have this loan converted into a grant and that any request for conversion will be based in part on my ability to repay, my financial situation at the time of the request, and the purpose of the loan. Funds lent as a bridge until insurance and/or other entities reimburse me for expenses will not normally be considered for conversion.
Section A – CGMA CLIENT INFORMATION 1. Name: Last First MI 2. Rank/Rate/Grade 3. Social Security # 4. Home Phone #
- - ( ) - 5. Home Address: Street Apt. No. City State Zip Code 6. E-Mail Address
- 7. Status: (Indicate prior status if CGMA Member is deceased)
Active Duty Retired Civilian Reserve Auxiliary CGES PHS Other 8. Present Unit: (if applicable) OPFAC # 9. Work Phone #
( ) - Ext
10. Date of Birth (MM/DD/YYYY) 11. Years of Service 12. Anticipated date of Separation (MM/DD/YYYY) 13. Date Retired (MM/DD/YY)
/ / / / / /
14. Family members for whom you furnish more than one-half support (list additional dependents on a separate sheet if necessary)
Name: Last First MI Relationship to CGMA Client Age (if dependent child)
Section B – APPLICANT INFORMATION (To be completed if the applicant is not the CGMA Client (spouse, child, etc.))
15. Name: Last First MI 16. Social Security # 17. Relationship
to Client 18. Power of
Attorney? 19. Pre-Authorization
Form
- - Yes No Yes No
20. Home Address and phone number (if different from that of the CGMA Client)
Street Apt. No. City State Zip Code Home Phone
- ( ) -
Section C – CONVERSION REQUEST DETAILS
Section D – APPLICANT'S CERTIFICATION I certify that I or my immediate family did own and have incurred the losses indicated in this request and that I have not been reimbursed by any source for that portion of my loss equal to or greater than the amount being requested. I further agree to voluntarily reimburse CGMA in the event any source does reimburse me for any of these losses in the future. I hereby authorize the U.S. Coast Guard to supply CGMA with any requested information contained in my official Coast Guard personnel and pay files in connection with this assistance. I further authorize the U.S. Coast Guard, or any agency, to supply my latest home address to CGMA whenever requested. I understand that CGMA is an independent private entity, not part of the U.S. Government. This application form, therefore, is not subject to the Privacy Act (5 U.S.C. 552a). Information provided on this application, in some cases, may be provided by CGMA to the Coast Guard when deemed necessary. This form, with attachments, will be placed in the CGMA Representative's unit file.
Applicant’s Signature Date / / CGMA Form 6a (02/08) http://www.cgmahq.org CGMA-HQ (800) 881-2462
THIS FORM IS TO BE USED ONLY WHEN DIRECTED BY CGMA-HQ!
CGMA - Application for Conversion of Disaster Loan into a Grant
21. Amount Requested 22. Disaster Event 23. I live in Govt Owned/Leased Housing 24 I have the below Insurance
$ Yes No Auto House Renters Please explain why your request should be approved. (For example; financially unable to repay, unreimbursed expenses incurred for evacuation; unreimbursed personal property losses; re-establish basic household needs, etc.) Attach additional pages if necessary.
25. My financial losses total: $____________
Food Clothing Bedroom Furniture Living Room Furniture Other Furniture
$____________ $____________ $____________ $____________ $____________
Electronics Household Appliances Car Damage House Damage Other (explain)
$___________ $___________ $___________ $___________ $___________
26. I have been reimbursed $____________
From Coast Guard Other Agency
$____________ $____________
From Insurance
$____________
27. My unreimbursed financial losses total: $_______________
Form to be completed by the CGMA client and forwarded to CGMA Headquarters. If CGMA client is deceased, spouse/legal guardian information may be substituted where marked with an asterisk (*).
CGMA CLIENT INFORMATION 1. Name: Last First Middle Initial 2. Social Security Number 3. Employee ID #
XXX-XX -
*4. Home Address: Street Apt. No. City State Zip Code
-
*5. Home Telephone Number *6. Home E-mail Address
( ) -
*7. Status: (Indicate prior status if CGMA client is deceased)
Active Duty CG Civilian Employee/NAF Other:
8. Rank/Rate/Grade: *9. Current Duty Station and OPFAC (if applicable) *10. Work Ext
( ) -
11. Check here if CGMA client is deceased: 12. Name of Surviving Spouse/legal guardian: Last First M.I.
Client Certification:
Birth/Due Date: / / .
I certify that all information indicated above is true, accurate, and complete, and that:
I have not received nor will I accept a layette from the AFAS (Bundles for Babies) class.
I have not received nor will I accept a layette from the NMCRS (Budgeting for Babies) class.
*CGMA client’s Signature: Date: / / .
Submit the completed form to CGMA Headquarters via one of the following:
Email the package to CGMA-HQ at [email protected] (Preferred)
FAX to CGMA-HQ at (703) 875-0344
Mail to Coast Guard Mutual Assistance, 1005 N. Glebe Rd, Suite 220, VA 22201
To Be Completed by CGMA-HQ
The applicant provided all necessary information for this Layette. Mailed:
CGMA-HQ Signature: Date: / / .
Print Name: CGMA Form7 (Rev. 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Application for CGMA Layette
Ap
plic
atio
n fo
r CG
MA
La
yette
Form to be completed by the CGMA Client, or, if client is deceased, surviving spouse or legal guardian. Submit a separate request for each academic term (e.g. Fall Semester, Winter Quarter).
STUDENT INFORMATION
1. Academic Term: (e.g. Fall Semester 2013) 2. Check loan type(s) for which disbursements were received this academic term:
Federal Stafford Federal PLUS
3. Name: Last First M.I. 4. Social Security Number
- -
5. Address: Street Apt. No. City State Zip Code
-
6. Date of Birth (MM/DD/YYYY) 7. Telephone No:
/ / ( ) -
8. Student is a: (check one)
CGMA Client CGMA Client’s Spouse CGMA Client’s Dependent Child
CGMA CLIENT INFORMATION If CGMA client is deceased, spouse/legal guardian information may be substituted in blocks marked with an asterisk (*).
9. Name: Last First M.I. 10. Social Security Number
- -
*11. Home Address: Street Apt. No. City State Zip Code
-
*12. Home Telephone No: *13.Home E-Mail Address
( ) -
14. Status: (Indicate prior status if CGMA Client is deceased)
Active Duty Retired Civilian Reserve Auxiliary NAF PHS CGMA
15. Rank/Rate/Grade: 16. Current Duty Station/OPFAC#: (if applicable) 17. Work Telephone No: Ext.
( ) -
18.Check here if CGMAclient is deceased:
Name of surviving spouse/legal guardian: Last First M.I.
I certify that all information contained herein is true, accurate and complete.
*CGMA Client’s Signature Date / /
Attach the following documents:
A copy of the “Direct Loan Disclosure Statement ” for each loan disbursed for the academic term
An account statement (not an invoice or billing statement) obtained or received from the school at the end of the academic term showing deposits to the student’s school account for the term
A copy of the client’s valid Coast Guard ID card (both sides, clearly legible) (If CGMA client is deceased, provide a copy of spouse’s/legal guardian’s valid ID.)
Sign and submit the completed form with attachments to CGMA Headquarters via one of the following:
Scan all documents and Email the package to CGMA-HQ at [email protected] (Preferred)
Fax all documents to: (703) 875-0344
Mail package to Coast Guard Mutual Assistance, 1005 N. Glebe Rd, Suite 220, Arlington, VA 22201
CGMA Form 8 (Rev. 03/17) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Application for Stafford/PLUS
Loan Origination Fee Reimbursement
Ap
plic
atio
n fo
r Sta
fford
/PL
US
Lo
an
Orig
ina
tion
Fee
Re
imb
urs
em
en
t
Lo
an
Orig
ina
tion
Fe
e R
efu
nd
Form to be completed by the CGMA client and forwarded to the nearest CGMA Representative. If CGMA client is deceased, spouse/legal guardian information may be substituted where marked with an asterisk (*).
0BCGMA CLIENT INFORMATION 1. Name: Last First Middle Initial 2. Social Security Number 3. Employee ID #
- -
*4. Home Address: Street Apt. No. City State Zip Code
-
*5. Home Telephone Number *6. Home E-mail Address ( ) -
*7. Status: (Indicate prior status if CGMA client is deceased)
Active Duty Retired CG Civilian Employee/NAF/CWC/CGES Reserve Auxiliary PHS CGMA
*8. Rank/Rate/Grade (if applicable) *9. Current Duty Station and OPFAC (if applicable) *10. Work Ext
( ) -
11. Check here if CGMA client is deceased 12. Name of Surviving Spouse/legal guardian: Last First M.I.
1BSTUDENT INFORMATION
13. Name: Last First M.I. 14. Social Security Number 15. Date of Birth (MM/DD/YYYY)
16. Age: (If Dependent Child)
- - / / 17. Student is a: (check one) 18. Telephone No: Student’s
CGMA Client CGMA Client’s Spouse CGMA Client’s Dependent Child ( ) -
Client Certification:
I certify that all information indicated above is true, accurate, and complete, and that:
The student is enrolled in a college or university undergraduate or post graduate degree program, earning a Vocational and Technical Training (VoTech) certificate; or seeking a General Equivalency Diploma (GED).
I am not receiving payment or reimbursement for these items from any other source. SEG Grants I am requesting this calendar year will not exceed $500, and not more than $500 has been requested on behalf of any
particular student in this calendar year.
I request reimbursement in the amount of $
*CGMA client’s Signature Date / /
Attach the following documents:
The student’s proof of enrollment (e.g. a letter from the Registrar’s Office) The student’s original receipts for each item dated within the past 12 months When mailing application, a photocopy of the client’s valid Coast Guard ID card (both sides, clearly legible) (If the CGMA client is
deceased, a copy of spouse’s/legal guardian’s valid ID must be provided.) Submit the completed form with attachments to the nearest CGMA Representative. Visit our Web site at HUwww.cgmahq.org UH or call CGMA-HQ at (800) 881-2462 for CGMA Representative Locations.
2BTo Be Completed By the CGMA Representative
The applicant provided all necessary information and documentation for this SEG. Check U(# U) Amount $ .
CGMA Representative’s Signature Date / /
Print Name Unit Name:
NOTE: This form, with attachments, including original dated receipts, must be placed in the CGMA Representative’s unit file. If the dollar amount of qualifying purchases exceeds the yearly entitlement, you may mark the original receipt(s) to show the amount of this SEG, date issued, control number, and check number, sign the notation and return the receipt(s) to the applicant. Retain a photocopy in the CGMA Representative’s unit file.
CGMA Form10 (Rev. 08/16) HUhttp://www.cgmahq.org UH CGMA-HQ (800) 881-2462
3BApplication for CGMA Supplemental Education Grant (SEG) A
pp
licatio
n fo
r CG
MA
Supp
lem
en
tal E
du
ca
tion
Gra
nt (S
EG
)
Instructions for completion: All applicants are to complete Sections A, B (if applicable) and C, read Section D and sign the application for assistance. Return the completed, signed application along with supporting documentation to a local CGMA Representative for processing. Section A – CGMA CLIENT INFORMATION 1. Name: Last First MI 2. Rank/Rate/Grade 3. Social Security # 4. Home Phone #
- - ( ) - 5. Home Address: Street Apt. No. City State Zip Code
-
6. Status: (Indicate prior status if CGMA Member is deceased)
Active Duty Retired Civilian Reserve Auxiliary CGES PHS Other __________ 7. Present Unit: (if applicable) OPFAC # 8. Work Phone #
( ) -
9. Date of Birth (MM/DD/YYYY) 10. Years of Service 11. Anticipated date of Separation (MM/DD/YYYY) 12. Date Retired (MM/DD/YY)
/ / / / / /
Section B – STUDENT INFORMATION (To be completed if not the client.) 13. Name: Last First MI 14. Social Security # 15. Relationship to Client
- -
Section C – EDUCATION LOAN ASSISTANCE REQUESTED (may not exceed $3,000)
Section D – APPLICANT'S CERTIFICATION Everything that I have stated in this application and attached documents is correct to the best of my knowledge. I understand that you will retain this application whether or not it is approved. You are authorized to check the facts surrounding this request including my credit and employment history. I understand that any misstatement of fact is grounds for denial of this request. I understand and agree that my signature constitutes voluntary consent to collection of the debt, or any remainder thereof, from my final pay upon separation or retirement from the armed forces. I understand that I am responsible for any unpaid balance and that any delinquent unpaid balance may be referred to a collection agency and may affect my credit. I hereby authorize the U.S. Coast Guard to supply CGMA with any requested information contained in my official Coast Guard personnel and pay files in connection with this assistance. I further authorize the U.S. Coast Guard, or any agency, to supply my latest home address to CGMA whenever requested. I understand that CGMA is an independent private entity, not part of the U.S. Government. This application form, therefore, is not subject to the Privacy Act (5 U.S.C. 552a). Information provided on this application, in some cases, may be provided by CGMA to the Coast Guard when deemed necessary. This form, with attachments, will be placed in the CGMA Representative's unit file.
Applicant’s Signature Date / / CGMA Form 11 (Oct 2014) http://www.cgmahq.org CGMA-HQ (800) 881-2462
CGMA – APPLICATION FOR EDUCATION LOAN
16. Type of Assistance Requested 17. Total Amount of Assistance Requested 18. Requested Monthly Repayment Amount
Interest-Free Education Loan Only $ $ Spending plan:
Tuition $__________ Fees $__________ Other Expenses $____________
Transportation Expenses $__________ Course Materials $__________ Explain ____________________________ Other Funding Sources: Student Loans $_____________ Scholarship Grants $_____________ (Provided specifically to offset the above costs.)
Attach the following documents:
The student’s proof of enrollment (e.g. a letter from the Registrar’s office) Documented Cost Estimates (e.g. tuition/fees list, course syllabus listing required course materials, etc.) When mailing application, a photocopy of the client’s valid Coast Guard ID card (both sides, clearly legible)
(If the client is deceased, a copy of spouse’s/legal guardian’s valid ID must be provided.)
Coast Guard Budget FormMutual Assistance Page 1 of 3
assistance and supporting documents, to your local CGMA Representative.
Current Planned Current Planned
Gross Income Gross Income
Less Deductions Less Deductions
Taxes Taxes
Garnishments Garnishments
Advances (Show End Date Below) Advances (Show End Date Below)
Other Deductions (Explain Below) Other Deductions (Explain Below)
Total Deductions Total Deductions
Net Income Net Income
Current Planned Current Planned
Gross Income Gross Income
Less Deductions Less Deductions
Taxes Taxes
Garnishments Garnishments
Advances (Show End Date Below) Advances (Show End Date Below)
Other Deductions (Explain Below) Other Deductions (Explain Below)
Total Deductions Total Deductions
Net Income Net Income
Current Planned
Alimony (Received)
Child Support (Received) Current Planned
Social Security Total Gross Income
Disability Plus Other Income
VA Less Deductions
Public Assistance
Investment Income Net IncomeRental Income
Other Income (Explain Below)
Total Other Income
Comments:
CGMA Form 15 (Revised 02/08) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Other Income Total Income
Secondary Income
Spouse/Other Family Members
allotment deductions from your pay. When finished, print the completed pages and return them, along with your application for
Monthly Income
Instructions: As you move though the form totals fields will update as you enter information. Complete each block that applies to
income. Include any anticipated changes in your income (longevity, step increase, advancement, bonus, etc.) Do not include your situation. Use actual figures when possible otherwise use your best estimates. Attach a LES or pay stub for each source of
Applicant
Primary Income
Primary Income Secondary Income
Coast Guard Budget FormMutual Assistance Page 2 of 3
Current Planned Current Planned
Rent/Mortgage Food/Groceries/Household Items
Electric Clothing
Heating Oil/Natural Gas Child Care
Water/Sewage/Garbage Barber/Beauty Shop
Homeowners/Renters Assn Fees Personal Care Items
Other (Explain Below) Telephone/Cell Phone/Pager
Total Housing Expenses Cable/Satellite TV
Internet Access Fees
Laundry/Dry Cleaning
Current Planned Recreation/Entertainment
Gasoline School Supplies and Expenses
Repairs and Maintenance Newspapers/Magazines
Tolls/Parking/Fees Work/School Lunches
Inspections Medical/Dental Care
Other (Explain Below) Other (Explain Below)
Total Transportation Expenses Total Family Living Expenses
Current Planned Current Planned
Alimony (Paid) Life
Child Support (Paid) Heath Medical/Dental
Charity Contributions Disability
Gifts/Holidays (Avg. Monthly Amt.) Automobile
Pets/Vet/Kennel/Food/Misc. Homeowner/Renter
Organizations/Clubs Fees/Dues Other (Explain Below)
Property and Personal Taxes Total Insurance Expenses
CDs/Tapes/Videos/DVDs
Other (Explain Below)
Total Other Expenses Current Planned
Housing
Family Living
Current Planned Transportation
Savings (Short Term) Insurance
Savings (Long Term) Other Expenses
Investments TSP/401k/403b etc. Savings and Investments
Other Investments Total ExpensesTotal Savings and Investments
Comments:
CGMA Form 15 (Revised 02/08) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Transportation Expenses
Other Expenses Insurance (not included as part of other payments)
Total Expenses and Expenditures
Instructions: Complete each block that applies to your situation. Use actual figures when possible otherwise use your
Do not include expenses that are included as part of another payment.
Savings and Investments
best estimates. Include any anticipated changes in your expenses. Do not include expenses in more than one category.
Monthly ExpensesHousing Expenses Family Living Expenses
Coast Guard Budget FormMutual Assistance Page 3 of 3
Purpose Date Interest Original Balance
Payee of Loan Incurred Rate Amount Owed Current Planned
Total
Available Not Available
Cash
Checking Current Planed
Savings
Emergency Funds Net Income (Page 1)
Certificates of Deposit
Christmas Clubs etc. Less:
Savings Bonds Expenses (Page 2)
Stocks Installment Payments (Page 3)
Bonds
Mutual Funds Monthly Surplus or (Deficit)
Retirement(401k/IRA/TSP)
Education Accounts
Real Estate/Property
Other Assets
Total
Note: Indicate below why an asset is not available
Comments:
CGMA Form 15 (Revised 02/08) http://www.cgmahq.org
best estimates. Installment Loans: Include credit card, automobile and other monthly loan payments. Do not include
Installment Loans
which assets are and are not readily available to use (due to fees, penalties, lost interest etc).
Instructions: Complete each block that applies to your situation. Use actual figures when possible otherwise use your
SummaryAssets/Savings
mortgage payments or other payments which have been included elsewhere. Assets/Savings: List all assets, indicate
Monthly Payment
Coast Guard Pre-Authorization Mutual Assistance Form
CGMA Sponsor Information
Name: Last First M.I. Social Security No. Employee ID No.
- -
Rank/Rate/Grade: Current Duty Station (if applicable) and OPFAC Unit Telephone No:
( ) - Ext
Home Address: Street Apt. No. City State Zip Code
-
Home Telephone No: Home E-Mail Address
( ) -
Status: (Please check one)
Active Duty Retired Civilian Reserve Auxiliary NAF PHS CGMA
Authorization for Family Member to Receive Assistance
During the period I am deployed, underway or otherwise separated from my immediate family, I authorize Coast Guard Mutual Assistance to provide necessary financial assistance, up-to the amount indicated, to the family member listed below on my behalf and without my specific approval.
Name: Last First M.I. Social Security Number
- -
Home Address: Street Apt. No. City State Zip Code
-
Home Telephone No: Relationship to CGMA Sponsor: (Please check one)
( ) - Spouse Parent Child Other
Amount Authorized Not to Exceed Dates Authorization is Valid (Not to exceed 12 months)
$ From: / / To: : / /
I understand that I will be responsible for repayment if assistance is provided as a loan. Further, if the assistance is provided as a loan, I authorize Coast Guard Mutual Assistance to start an allotment for the amount of the loan (Active Duty, Retired Members and Civilian Employees only). I understand that allotment terms will be based on the best information available at the time assistance is provided and will be reviewed by the family member listed. Further, I understand that it will be the responsibility of the family member using this Pre-Authorization to provide me with notification concerning any assistance provided, along with information pertaining to the terms of any allotment or other repayment terms.
I understand that any assistance to my family members will depend on the merits of the situation and the policies and procedures of Coast Guard Mutual Assistance. I also understand that this authorization does not establish a line of credit with Coast Guard Mutual Assistance.
I certify that all information contained herein is true, accurate and complete.
CGMA Sponsor’s Signature Date / /
Witness’s Signature Date / /
CGMA Form 16 (Revised 02/08) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Mutual Assistance Disapproval/Appeal Statement
From: CGMA Representative (CGMA Representative's Location) To: (CGMA Client's Last Name, First Name, and Middle Initial) (SSN, Rate/Rank, Unit) Subj: Request for Assistance
1. We regret that Coast Guard Mutual Assistance (CGMA) is unable to provide the assistance you have requested. Requests for assistance must be based on financial need, and assistance must be provided in accordance with CGMA policies. After careful review and evaluation, it was determined that your request did not meet these guidelines and was denied for the following reasons:
2. If you believe your case merits further consideration, you have the option to appeal to the
Executive Director. If your appeal is approved, assistance will be provided as authorized. If it is disapproved, you may make one final appeal to the CGMA Board of Control.
3. To initiate the appeal process you must indicate in writing why you feel your
request merits further consideration. You may add any new or additional supporting documentation with the appeal request. You may also discuss your case, if you wish, with another member of your command. This may be your supervisor, the Command Master Chief, the Executive Officer, or others within your chain-of-command. You may ask that individual to submit an endorsement that will accompany your request for assistance throughout the appeal process.
CGMA Representative's Signature: ______________________________ Date: ___________ Copy: CGMA-HQ
CGMA Form 17 (Revised 01/10) http://www.cgmahq.org CGMA-HQ (800) 881-2462
CGMA Form 20 (Rev. 08/16)
CGMA Representative Information and Certification Form
Unit Name ______________________________ Site Number _____________
Information about the NEW CGMA Representative
Name and Rate/Rank ______________________________________________________________
Telephone (_____) _________-________________
Who is the Representative being relieved? _________________________________________________
Do you wish to have a user name and password to access CGMA-CMP? Yes No .
Who is the Primary CGMA Point of Contact for your site? ________________________________________________ (This person’s name, phone number and e-mail address will be published on the CGMA website.)
List all Current CGMA Assistant Reps at Your Unit:
__________________________________________ __________________________________________
__________________________________________ __________________________________________
__________________________________________ __________________________________________
I confirm that my Appointment Letter has been received
I confirm that an Audit has been completed
I am aware that the CGMA Manual, the latest CGMA Annual Report,
and the BOC Meeting Minutes are available online at www.cgmahq.org
I am aware that the Active Loan List and all Assistance Summary Reports
are available from within the CGMA-CMP application
I am aware that the Restricted List and the List of Reps and Assistants will be
sent monthly to all CGMA Reps and Assistants by e-mail
I have read Section 2-F of the CGMA Manual and understand the responsibilities outlined for a CGMA Representative.
_________________________________________________ ______________________ Signature of new CGMA Representative Date
This form is designed to assist individuals in successfully assuming the duties and responsibilities of a CGMA
Representative. At the same time, this form will assist with maintaining up-to-date information concerning
Representatives, which is crucial to the communication network used by Coast Guard Mutual Assistance.
This information must be completed and forwarded to CGMA-HQ each time a CGMA Representative is appointed. User
names and passwords necessary to access CGMA-CMP will not be issued until all items are completed.
Contact CGMA-HQ at (703) 875-0404 for additional assistance.
Once complete, please image and e-mail to [email protected] (Preferred) or
FAX to CGMA-HQ at (703) 875-0344
CGMA Form 20a (Rev. 08/16)
CGMA Assistant Representative Information and Certification Form
Unit Name ______________________________ Site Number _____________
Information about the NEW CGMA Assistant Representative
Name and Rate/Rank ______________________________________________________________
Telephone (_____) _________-________________
Relieving an existing Assistant Representative? Yes No If yes, whom? ___________________________
Do you wish to have a user name and password to access CGMA-CMP? Yes No .
Who is the Primary CGMA Point of Contact for your site? __________________________________ (This person’s name, phone number and e-mail address will be published on the CGMA website.)
Authorization
I have been authorized to approve CGMA loans up to $_____________.
I have been authorized to sign CGMA Checks.
I confirm that my Appointment Letter has been received
I confirm that an Audit has been completed (if a change in custody of CGMA checks)
I am aware that the CGMA Manual, the latest CGMA Annual Report,
and the BOC Meeting Minutes are available online at www.cgmahq.org
I am aware that the Active Loan List and all Assistance Summary Reports
are available from within the CGMA-CMP application
I am aware that the Restricted List and the List of Reps & Assistants will be
sent monthly to all CGMA Reps and Assistants by e-mail
I have read Section 2-F of the CGMA Manual and understand the responsibilities of a CGMA Assistant Representative.
_________________________________________________ ____________________ Signature of new Assistant Representative Date
This form is designed to assist individuals in successfully assuming the duties and responsibilities of a CGMA Assistant
Representative. At the same time, this form will assist with maintaining up-to-date information concerning Assistant
Representatives, which is crucial to the communication network used by Coast Guard Mutual Assistance.
This information must be completed and forwarded to CGMA-HQ each time a CGMA Assistant Representative is
appointed. User names and passwords necessary to access CGMA-CMP will not be issued until all items are completed.
Contact CGMA-HQ at (703) 875-0404 for additional assistance.
Once complete, please image and e-mail to [email protected] (Preferred) or
FAX to CGMA-HQ at (703) 875-0344
CGMA Form 21 (Revised01/10)
Relief of CGMA Representative or Assistant Representative Audit Form
This form is designed to assist with the audit of a site's CGMA account when a new Representative has been assigned or when there is a change in custody of the CGMA checks (CGMA Form 52) when a new Assistant Representative has been assigned. It will also assist an individual in successfully assuming the duties and responsibilities of a CGMA Representative or Assistant Representative. This form should be completed and signed by both the incoming and outgoing Representatives or Assistant Representatives, if both are available.
Answer “Yes” or “No” for each question, a comment is required for each "No" response.
1. Has the new CGMA Representative been appointed in writing Yes No . by the Executive Director in accordance with Section 2-F of the CGMA Manual? (Only when a new Representative is relieved or assigned.)
2. Has the new Assistant Representative been appointed in writing Yes No .
by the Representative in accordance with Section 2-F of the CGMA Manual? (Only when a new Assistant Representative is relieved or assigned.)
3. Have all actions necessary upon assignment as a Representative Yes No .
or Assistant Representative been completed in accordance with Section 2-F of the CGMA Manual?
4. Are all CGMA files and records maintained and disposed of Yes No .
in accordance with Section 6-A of the CGMA Manual?
5. Are all CGMA checks accounted for in accordance with Yes No . Section 6-C of the CGMA Manual? (Sealed packages do not have to be opened for this purpose.)
Comments: ________________________________________ _____________________________ Signature of Incoming CGMA Representative Date or Assistant Representative ________________________________________ _____________________________ Signature of Outgoing CGMA Representative Date or Assistant Representative (If departed enter “Not Available to Sign.”)
Coast Guard Mutual Assistance (CGMA) –National Foundation for Credit Counseling (NFCC)
Memorandum of Understanding
May 2016Purpose
To describe the relationship between Coast Guard Mutual Assistance (CGMA) and the NationalFoundation for Credit Counseling (NFCC), and to outline the financial services which may beprovided by NFCC Member Agencies - the majority of which are known as Consumer Credit Counseling Services (CCCS) to Coast Guard clients, their spouses and dependent children, onbehalf of CGMA.
Background
CGMA was originally established in 1924, and has had a long history of helping the men andwomen of the United States Coast Guard. Today, CGMA offers aid to the entire Coast Guardfamily; active duty and retired military members, civilian employees, commissioned officers ofthe Public Health Service serving with the Coast Guard, Reserve members, and Auxiliarymembers, on behalf of themselves, their spouses and their dependent children.
The NFCC was established in 1951 and is the nation's largest and longest serving nationalnonprofit counseling organization. The NFCC network’s core mission is to offer people solutions and support to address financial challenges and take charge of their own financial futures. With nearly 1,600 certified credit counselors in approximately 600 community-based offices nationwide, the NFCC member agencies have assisted millions of consumers by providing a wide-range of financial counseling. All NFCC member agencies provide financial counseling (budget and debt counseling) and administer Debt Management Plans (DMPs) for thoseoverwhelmed by debts that they are unable to repay without the help of the creditors they owe.NFCC member agencies also provide housing counseling services, student loan counselingservices, and work with other community contacts to provide workshops and educational webinars.
General Program Terms
GGMA and the NFCC have had a Memorandum of Understanding (MOU) in place since March 2003. This MOU is created with a purpose of continuing to provide meaningful services to Coast Guard clients.
CGMA Representatives will remain the first point of contact for Coast Guard clients. Dependingon the client’s situation, the CGMA Representative may decide to:
Personally provide counselingDirect the client to other sources within the Coast Guard for counseling, including other government sourcesDirect the client to a NFCC Member Agency to receive professional and individualfinancial counseling services
1
The counseling provided by the NFCC Member Agency will include a full analysis of the consumer’s overall financial health. As a result of the counseling, both short-term and long-term goals will be set, as well as a complete review of the budget which will include an action plan. The holistic approach of counseling will address all of the necessary issues that need to be addressed by the consumer (credit card debt, payday loans, housing issues, student loan issues, etc.). The counselor will also assess if the consumer can benefit from receiving a loan from CGMA.
CGMA is also willing to extend to its clients, with the recommendation from an NFCC certifiedcounselor, an interest-free loan that will enable clients to qualify for NFCC Member Agencies’administered Debt Management Plan (DMP) when other alternative resources are not available.This is a loan of last resort and will only be extended by CGMA if the client is in a financialhardship situation without alternative resources and is otherwise unable to enter an NFCC Member Agency’s DMP. In most instances, these loans are repaid to CGMA via monthly allotment/payroll deduction from the client’s pay.
Financial Education Workshops
There will be two primary opportunities for CGMA and the NFCC to partner:
Requests from CGMAHQ to provide basic financial training at a specific Coast Guardunit.Scheduled events such as the 5-Day Transition Assistance Program (TAP) workshops.
NFCC will:
Identify a Member Agency to teach a financial education workshop based on location.
NFCC agencies will:
Provide an instructor for a financial education workshop on an as needed basis.Use their own curriculum or the NFCC-approved curriculum titled “Better Fortunes” for the basic financial training workshops. The major topics will include:
o Budgeting and Basic Financial Management Skillso Understanding Your Credit Report and Credit Scoreo Preparing for Home Ownership
Use the Department of Defense (DOD) approved curriculum “Personal FinancialPlanning for Transition” for the TAP workshops.
o NFCC agencies may decide to expand on some of the areas covered in thecurriculum (such as housing, student loans, insurance, and retirement). The exactcontent of the workshop will be based on the duration of the workshop and theaudience objectives, and will be discussed and approved by the Coast Guard HQOffice of Work-Life in advance of the delivery.
o The duration of class will be between 2 and 4 hours.
Provide certificates of completion at the conclusion of each workshop.
2
CGMA will:
Schedule and provide the funding for the basic financial training workshops.Support and provide the funding for the NFCC portion of the TAP workshops.
Counseling Services
CGMA Representatives will refer clients for the following types of individual counselingservices:
Financial Counseling, to include:
o Budget and Financial Counseling - After a thorough assessment of the client’sfinancial situation, this counseling may result in a recommendation for a DebtManagement Program. This may also include assisting separating/retiring memberswith developing a 12-month transition assistance budget, along with a Certificate ofCompletion. If necessary, the NFCC counselor will make a recommendation on theminimum interest free CGMA debt management loan needed to enable the client toenter the Agency’s DMP.
o Pre-Filing Bankruptcy Counselingo Pre-Discharge Bankruptcy Education
Housing Counseling, to include:
o Pre-Purchase Housing Counselingo Post-Purchase Housing Counselingo Loss Mitigation/Foreclosure Prevention Counseling
Student Loan Counseling, to include:
o Basic financial reviewo Detailed review of current student loan debt issueso Recommendations and resources for repayment options
Referral
Upon determination that a client may benefit from additional financial counseling offered by the NFCC, the CGMA Representative will refer the client to an NFCC Member Agency. A Letter ofIntroduction from CGMA (Form 22a) will be provided to the NFCC Agency.
The NFCC Member Agency will provide the counseling services in accordance with the needs ofthe client, and will develop a long-term plan to address his/her needs and objectives. If the NFCC counselor recommends an interest-free CGMA Debt Management Loan, the criteria for the loan must be met and documented and the NFCC counselor must prepare a Counselor Recommendation Form (Form 22b). The form summarizes the counselor recommendations forthe client(s) to help improve their financial situation and the counselor’s recommendation as towhether a loan is appropriate. The CGMA Representative has final authority for issuance of theDebt Management Program Loan. At no time will NFCC Member Agencies be responsible forthe decision of the CGMA Representative.
3
CGMA LETTER OF INTRODUCTION
DATE: ______________________________
TO: NFCC Agency Counselor: ____________________________________________
FROM: ______________________________________ ___________________Coast Guard Mutual Assistance Representative Coast Guard Unit
RE: ______________________________________ ___________________CGMA Client Last 4 digits of SSN
Coast Guard Mutual Assistance (CGMA), with the endorsement of the National Foundation forCredit Counseling, Inc. (NFCC), requests that an NFCC Member agency provide CGMA client with financial/credit counseling. The NFCC has, at the request of CGMA, distributed the Memorandum of Understanding, a copy of the CGMA Debt Management Program, and the Counselor’s Recommendation Form to its Member Agencies. Please refer to these forms whenproviding counseling services.
If you have any questions regarding this program, please contact Coast Guard Mutual Assistance at 703-875-0404 or 800-881-2462.
CGMA Representative Signature
CGMA Form 22a (Rev. 5/16)
Counselor Recommendation FormCoast Guard Mutual Assistance Member
CGMA Client’s Name: Date: ________________________
NFCC Member Agency’s Name:
Counselor: Location:
REASON FOR CLIENT’S FINANCIAL HARDSHIP SITUATION:
RECOMMENDATIONS TO IMPROVE CLIENT’S FINANCIAL HARDSHIP SITUATION
FINDINGS/LOAN RECOMMENDATIONS (Additional pages may be attached as necessary.)
Basic financial counseling will suffice to meet the client’s need.
The client does not qualify for the NFCC approved Debt Management Plan.
I have reviewed the CGMA Debt Management Guidelines and the client’s financialsituation, including projected cash flows, and believe that the client will be able toparticipate in an NFCC approved Debt Management Plan, without a loan from CoastGuard Mutual Assistance.
I have reviewed the CGMA Debt Management Guidelines and the client’s financialsituation, including projected cash flows, and believe that the client will be able toparticipate in an NFCC approved Debt Management Plan, but will need a loan fromCoast Guard Mutual Assistance.
Recommended Loan Amount: Loan will be used to pay:Number of Months to Repay: Recommended Monthly Loan Payment:I authorize this NFCC Member Agency to release any relevant information relating to my counselingsession to Coast Guard Mutual Assistance for purposes of evaluating my Debt Management Loan Request.
CGMA Client’s Signature/Date Counselor’s Signature/Date
Please forward this form along with the Application for Coast Guard Mutual Assistance Loan or Grant,and other budget work sheets, including projected cash flow statements, to the member’s local CoastGuard Mutual Assistance Representative.
CGMA Form 22b (Rev. 5/16)
Coast Guard Cash
Mutual Assistance Contribution
Name: Last First M.I. Rate/Rank/Grade
Address: Street Apt. No. City State Zip Code E-Mail Address
-
Companies and Organizations Name
Address: City State Zip Code
-
YES! I want to help Coast Guard people in their time of need!
Here is my contribution of: $25 $20 $15 $10 $5 Other $
Please make check or money order payable to CGMA. Do not send cash through the mail.
Status (Please check one)
Active Duty Retired CG Civilian Employee/NAF/CWC/CGES Reserve
Auxiliary PHS Other (describe)
Please complete, print and send this form along with your check or money order to:
Coast Guard Mutual Assistance
PO Box 55928 Boston, MA 02241-8001
Make checks payable to CGMA. If you prefer, you may make a secure credit card donation by
visiting our website: www.cgmahq.org and click "Donate Now"
Do not send cash through the mail.
Thank you for your tax-deductible contribution to Coast Guard Mutual Assistance!
CGMA Form 41 (Revised 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Memorial
Mutual Assistance Contribution
Acknowledgement of Memorial Contributions will be sent to both the contributor and the
next-of-kin. Please make checks payable to CGMA.
Contributor Information:
Name: Last First M.I. Rate/Rank/Grade or Relationship
Address: Street Apt. No. City State Zip Code E-Mail Address
-
Status (Please check one)
Active Duty Retired CG Civilian Employee Reserve Auxiliary NAF PHS
Other
I would like to contribute $ __________ to CGMA in memory of:
Name: Last First M.I. Rate/Rank/Grade
Status (Please check one)
Active Duty Retired CG Civilian Employee Reserve Auxiliary NAF PHS
Other
Acknowledgement of this contribution should be sent to:
Name: Last First M.I. Relationship to deceased
Home Address: Street Apt. No. City State Zip Code
-
Please complete, print and send this form along with your contribution to:
Coast Guard Mutual Assistance
1005 N. Glebe Rd., Suite 220 Arlington, VA 22201
Make checks payable to CGMA. If you prefer, you may make a secure credit card donation by
visiting our website: www.cgmahq.org and click "Donate Now"
Contributions may also be given to any CGMA Representative. Do not send cash through the mail.
Thank you for your contribution to Coast Guard Mutual Assistance.
CGMA Form 42 (Revised .08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Active Duty - Contribution
Mutual Assistance Allotment Authorization
Name: Last First M.I. Rate/Rank Social Security Number Employee ID #
XXX-XX- Home Address: Street Apt. No. City State Zip Code E-Mail Address
- Unit Name:
YES! I want to help Coast Guard people in their time of need!
Please Start a monthly allotment from my Coast Guard Pay to Coast Guard Mutual Assistance in the
amount of: $ effective (MM/YY) /
Please Change my existing allotment to Coast Guard Mutual Assistance from $ to $
effective (MM/YY) /
I hereby authorize this allotment to be taken from my Coast Guard Pay. I understand that it will
remain in effect until I request that it be changed or stopped.
Signature (Required): Date: / /
Please sign and submit the completed form to CGMA Headquarters via one of the following:
Scan the form and Email to CGMA-HQ at [email protected] (Preferred) Fax the form to: (703) 875-0344 Mail the form to:
Coast Guard Mutual Assistance
1005 N. Glebe Rd., Suite 220 Arlington, VA 22201
Thank you for your tax-deductible contribution to Coast Guard Mutual Assistance!
CGMA Form 43 (Revised 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard CG Civilian Employee Contribution
Mutual Assistance Payroll Deduction Authorization
Name: Last First M.I. Grade Social Security Number Employee ID #
XXX - XX - Home Address: Street Apt. No. City State Zip Code
-
E-Mail Address Unit Name
YES! I want to help Coast Guard people in their time of need!
Please Start a Bi-Weekly payroll deduction from my Federal Pay to Coast Guard Mutual Assistance in the amount
of: $ per pay period effective (MM/DD/YY) / /
Please Change my existing Bi-Weekly contribution payroll deduction from my Federal Pay to Coast Guard
Mutual Assistance from $ to $ effective (MM/DD/YY) / /
I hereby authorize this deduction to be taken from my Federal Pay. I understand that it will remain
in effect until I request that it be changed or stopped.
Signature (Required): Date: / /
Please sign and submit the completed form to CGMA Headquarters via one of the following:
Scan the form and Email to CGMA-HQ at [email protected] (Preferred) Fax the form to: (703) 875-0344 Mail the form to:
Coast Guard Mutual Assistance
1005 N. Glebe Rd., Suite 220 Arlington, VA 22201
Thank you for your tax-deductible contribution to Coast Guard Mutual Assistance!
CGMA Form 44 (Revised 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Retired – Contribution
Mutual Assistance Allotment Authorization
"They Also Served"
Name: Last First M.I. Rate/Rank Social Security Number Employee ID #
XXX-XX- Home Address: Street Apt. No. City State Zip Code E-Mail Address
-
YES! I want to help Coast Guard people in their time of need!
Please Start a monthly allotment from my Coast Guard Retired Pay to Coast Guard Mutual Assistance in the
amount of: $ effective (MM/YY) /
Please Change my existing allotment to Coast Guard Mutual Assistance from $ to $
effective (MM/YY) /
I hereby authorize this allotment to be taken from my Coast Guard Retired Pay. I understand that it
will remain in effect until I request that it be changed or stopped.
Signature (Required): Date: / /
Please sign and submit the completed form to CGMA Headquarters via one of the following:
Scan the form and Email to CGMA-HQ at [email protected] (Preferred) Fax the form to: (703) 875-0344 Mail the form to:
Coast Guard Mutual Assistance
1005 N. Glebe Rd., Suite 220 Arlington, VA 22201
This form may also be sent directly to the Retired Pay Office: Commanding Officer (RAS), US Coast Guard Personnel
Service Center, 444 SE Quincy St., Topeka KS 66683-3591
Thank you for your tax-deductible contribution to Coast Guard Mutual Assistance!
CGMA Form 45 (Revised 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Securities Mutual Assistance Contributions
YES! I want to help Coast Guard people in their time of need!
Contributor’s Information
Owner: Last Name First Name M.I. Co-Owner: Last Name First Name M.I. Home Address: Street Apt. No. City State Zip Code
-
Home Phone Number Home E-Mail Address
( ) -
Securities Information
I (we) hereby assign and transfer the following securities to Coast Guard Mutual Assistance.
Common Stocks Company Name Number of Shares Certificate Number(s)
Bonds Company Name Principal Amount Certificate Number(s)
$
$
$
I (we) do hereby irrevocably constitute and appoint Bank of America Trust Texas #1 to transfer the said stock(s), or bond(s), as the case may be, standing in the name of the undersigned on the books of said Corporation will full power of substitution in the premises.
Signature Owner: Date: : / / . Signature Co-Owner: Date: : / / .
Please complete, print and sign this form. Mail your unendorsed certificate(s) and this completed form, in separate envelopes, by registered mail, to:
Coast Guard Mutual Assistance 1005 N. Glebe Rd., Suite 220
Arlington, VA 22201
Thank you for your tax-deductible contribution to Coast Guard Mutual Assistance!
CGMA Form 47 (Revised 10/15) http://www.cgmahq.org CGMA-HQ (800) 881-2462
Coast Guard Honorary
Mutual Assistance Donation
Acknowledgement of this donation will be sent to the donor and if requested, the honoree.
Donor Information:
Name: Last First M.I. Rate/Rank/Grade or Relationship
Address: Street Apt. No. City State Zip Code E-Mail Address
-
Status (Please check one)
Active Duty Retired CG Civilian Employee Reserve Auxiliary NAF PHS
Other
I would like to donate $ __________ to CGMA in honor of:
Name: Last First M.I. Rate/Rank/Grade
Status (Please check one)
Active Duty Retired CG Civilian Employee Reserve Auxiliary NAF PHS
Other
Acknowledgement of this donation should also be sent to:
Name: Last First M.I. Rate/Rank/Grade
Home Address: Street Apt. No. City State Zip Code
-
Please complete, print and send this form along with your donation to:
Coast Guard Mutual Assistance
1005 N. Glebe Rd., Suite 220 Arlington, VA 22201
Make checks payable to CGMA. If you prefer, you may make a secure credit card donation by
visiting our website: www.cgmahq.org and click "Donate Now"
Donations may also be given to any CGMA Representative. Do not send cash through the mail.
Thank you for your donation to Coast Guard Mutual Assistance.
CGMA Form 48 (Revised 08/16) http://www.cgmahq.org CGMA-HQ (800) 881-2462
BOA/CGMA Bank Signature Card Instructions – August 2016
Instructions for Completing the Bank of America Merrill Lynch/CGMA Deposit Account Documentation Signature Card
00-35-2653NSBW 11-16-2015 NC
Complete the following:
In the SEVENTH field down from the top, titled OPTIONAL DESCRIPTIVE ACCOUNT TITLE:
Enter your CGMA Site number (begins with 99) and your CGMA Site (unit) name
Examples [99001-CGMAHQ, 99XXX-USCGC NEVERSAIL]
III. - DESIGNATED ACCOUNT SIGNERS, complete only the PRINTED NAME and SIGNATUREfields:
PRINTED NAME: The first line is for the unit’s CGMA REPRESENTATIVE All other lines are for CGMA ASSISTANT REPRESENTATIVES
Signature: Each person must sign
Only one Signature Card is allowed from each site.
All persons authorized to sign CGMA checks must sign each time a new Signature Card is needed due to a change in authorized persons.
When complete, make an image of the document and e-mail to CGMA-HQ at: [email protected]
00-35-2653NSBW 11-16-2015 NC
Bank o f Ameri ca – Conf ident ia l © 2015 Bank of America Corporation
Deposit Account Documentation Signature Card
I. ACCOUNT INFORMATION
Select One: Update (Add/Delete) Signers (existing
accounts only) Replace Existing Signature Card with
this Signature Card New Account
Account # (If new account, Bank will complete):
Account Holder LEGAL NAME
(Must match Federal income tax return) State of Formation
Owner Business Name of Disregarded Entity (Must match 1st line of W9)
Third Party/Funds Owner (if applicable)
DBA Name (Must provide copy of fictitious filing)
Optional Descriptive Account Title:
Statement Address:
City: State: Postal Code:
II. BUSINESS TYPE
Business Type
Corporation Sole Proprietorship Joint Venture Limited Liability Partnership
General Partnership Limited Partnership Unincorporated Organization or Association
Government Authority Agency Other (Other Type: )
Limited Liability Company: Manager Managed Member Managed Sole Member
III. Designated Account Signers
Add or Delete Printed Name Title (if signer also on Banking Resolution, Title Must Match)
Signature
Signer Limited to Check Signing ONLY
Projected Payments
Loan Terms Can this amount increase after closing?
Loan Amount $162,000 NO
Interest Rate 3.875% NO
Monthly Principal & InterestSee Projected Payments below for your Estimated Total Monthly Payment
$761.78
NO
Does the loan have these features?
Prepayment Penalty YES • As high as $3,240 if you pay off the loan during the first 2 years
Balloon Payment NO
Costs at Closing
CLOSING DISCLOSURE PAGE 1 OF 5 • LOAN ID # 123456789
Payment Calculation Years 1-7 Years 8-30
Principal & Interest
Mortgage Insurance
Estimated EscrowAmount can increase over time
$761.78
+ 82.35
+ 206.13
$761.78
+ —
+ 206.13
Estimated Total Monthly Payment $1,050.26 $967.91
Estimated Taxes, Insurance & AssessmentsAmount can increase over timeSee page 4 for details
$356.13a month
See Escrow Account on page 4 for details. You must pay for other property costs separately.
This estimate includes In escrow?x Property Taxes YESx Homeowner’s Insurance YESx Other: Homeowner’s Association Dues NO
Closing Costs $9,712.10 Includes $4,694.05 in Loan Costs + $5,018.05 in Other Costs – $0 in Lender Credits. See page 2 for details.
Cash to Close $14,147.26 Includes Closing Costs. See Calculating Cash to Close on page 3 for details.
Transaction InformationBorrower Michael Jones and Mary Stone 123 Anywhere Street Anytown, ST 12345Seller Steve Cole and Amy Doe 321 Somewhere Drive Anytown, ST 12345 Lender Ficus Bank
Loan InformationLoan Term 30 yearsPurpose PurchaseProduct Fixed Rate Loan Type x Conventional FHA
VA _____________Loan ID # 123456789MIC # 000654321
Closing InformationDate Issued 4/15/2013Closing Date 4/15/2013Disbursement Date 4/15/2013Settlement Agent Epsilon Title Co.File # 12-3456Property 456 Somewhere Ave Anytown, ST 12345 Sale Price $180,000
This form is a statement of final loan terms and closing costs. Compare this document with your Loan Estimate.Closing Disclosure
Borrower-Paid Seller-Paid Paid by OthersAt Closing Before Closing At Closing Before Closing
A. Origination Charges $1,802.0001 0.25 % of Loan Amount (Points) $405.0002 Application Fee $300.0003 Underwriting Fee $1,097.0004 05 06 07 08 B. Services Borrower Did Not Shop For $236.5501 Appraisal Fee to John Smith Appraisers Inc. $405.0002 Credit Report Fee to Information Inc. $29.8003 Flood Determination Fee to Info Co. $20.0004 Flood Monitoring Fee to Info Co. $31.7505 Tax Monitoring Fee to Info Co. $75.0006 Tax Status Research Fee to Info Co. $80.0007 08 09 10 C. Services Borrower Did Shop For $2,655.5001 Pest Inspection Fee to Pests Co. $120.5002 Survey Fee to Surveys Co. $85.0003 Title – Insurance Binder to Epsilon Title Co. $650.0004 Title – Lender’s Title Insurance to Epsilon Title Co. $500.0005 Title – Settlement Agent Fee to Epsilon Title Co. $500.0006 Title – Title Search to Epsilon Title Co. $800.0007 08 D. TOTAL LOAN COSTS (Borrower-Paid) $4,694.05Loan Costs Subtotals (A + B + C) $4,664.25 $29.80
Loan Costs
CLOSING DISCLOSURE PAGE 2 OF 5 • LOAN ID # 123456789
J. TOTAL CLOSING COSTS (Borrower-Paid) $9,712.10Closing Costs Subtotals (D + I) $9,682.30 $29.80 $12,800.00 $750.00 $405.00Lender Credits
Closing Cost Details
Other CostsE. Taxes and Other Government Fees $85.0001 Recording Fees Deed: $40.00 Mortgage: $45.00 $85.0002 Transfer Tax to Any State $950.00F. Prepaids $2,120.8001 Homeowner’s Insurance Premium ( 12 mo.) to Insurance Co. $1,209.9602 Mortgage Insurance Premium ( mo.)03 Prepaid Interest ( $17.44 per day from 4/15/13 to 5/1/13 ) $279.0404 Property Taxes ( 6 mo.) to Any County USA $631.8005 G. Initial Escrow Payment at Closing $412.2501 Homeowner’s Insurance $100.83 per month for 2 mo. $201.6602 Mortgage Insurance per month for mo.03 Property Taxes $105.30 per month for 2 mo. $210.6004 05 06 07 08 Aggregate Adjustment – 0.01H. Other $2,400.0001 HOA Capital Contribution to HOA Acre Inc. $500.0002 HOA Processing Fee to HOA Acre Inc. $150.0003 Home Inspection Fee to Engineers Inc. $750.00 $750.0004 Home Warranty Fee to XYZ Warranty Inc. $450.0005 Real Estate Commission to Alpha Real Estate Broker $5,700.0006 Real Estate Commission to Omega Real Estate Broker $5,700.0007 Title – Owner’s Title Insurance (optional) to Epsilon Title Co. $1,000.0008 I. TOTAL OTHER COSTS (Borrower-Paid) $5,018.05Other Costs Subtotals (E + F + G + H) $5,018.05
Calculating Cash to Close
BORROWER’S TRANSACTION
K. Due from Borrower at Closing $189,762.30
01 Sale Price of Property $180,000.0002 Sale Price of Any Personal Property Included in Sale03 Closing Costs Paid at Closing (J) $9,682.3004 Adjustments05 0607Adjustments for Items Paid by Seller in Advance08 City/Town Taxes to 09 County Taxes to10 Assessments to11 HOA Dues 4/15/13 to 4/30/13 $80.0012 131415
L. Paid Already by or on Behalf of Borrower at Closing $175,615.0401 Deposit $10,000.0002 Loan Amount $162,000.0003 Existing Loan(s) Assumed or Taken Subject to04 05 Seller Credit $2,500.00Other Credits06 Rebate from Epsilon Title Co. $750.0007 Adjustments0809 10 11 Adjustments for Items Unpaid by Seller12 City/Town Taxes 1/1/13 to 4/14/13 $365.0413 County Taxes to 14 Assessments to15 1617
CALCULATION
Total Due from Borrower at Closing (K) $189,762.30Total Paid Already by or on Behalf of Borrower at Closing (L) – $175,615.04
Cash to Close x From To Borrower $14,147.26
SELLER’S TRANSACTION
M. Due to Seller at Closing $180,080.00
01 Sale Price of Property $180,000.0002 Sale Price of Any Personal Property Included in Sale03 04 05 06 07 08Adjustments for Items Paid by Seller in Advance09 City/Town Taxes to 10 County Taxes to11 Assessments to12 HOA Dues 4/15/13 to 4/30/13 $80.0013141516
N. Due from Seller at Closing $115,665.0401 Excess Deposit 02 Closing Costs Paid at Closing (J) $12,800.0003 Existing Loan(s) Assumed or Taken Subject to04 Payoff of First Mortgage Loan $100,000.0005 Payoff of Second Mortgage Loan06 07 08 Seller Credit $2,500.0009 10111213Adjustments for Items Unpaid by Seller14 City/Town Taxes 1/1/13 to 4/14/13 $365.0415 County Taxes to 16 Assessments to17 1819
CALCULATION
Total Due to Seller at Closing (M) $180,080.00Total Due from Seller at Closing (N) – $115,665.04
Cash From x To Seller $64,414.96
Summaries of Transactions
CLOSING DISCLOSURE PAGE 3 OF 5 • LOAN ID # 123456789
Loan Estimate Final Did this change?
Total Closing Costs (J) $8,054.00 $9,712.10 YES • See Total Loan Costs (D) and Total Other Costs (I)
Closing Costs Paid Before Closing $0 – $29.80 YES • You paid these Closing Costs before closing
Closing Costs Financed (Paid from your Loan Amount) $0 $0 NO
Down Payment/Funds from Borrower $18,000.00 $18,000.00 NO
Deposit – $10,000.00 – $10,000.00 NO
Funds for Borrower $0 $0 NO
Seller Credits $0 – $2,500.00 YES • See Seller Credits in Section L
Adjustments and Other Credits $0 – $1,035.04 YES • See details in Sections K and L
Cash to Close $16,054.00 $14,147.26
Use this table to see a summary of your transaction.
Use this table to see what has changed from your Loan Estimate.
AssumptionIf you sell or transfer this property to another person, your lender
will allow, under certain conditions, this person to assume this loan on the original terms.
will not allow assumption of this loan on the original terms.
Demand FeatureYour loan
has a demand feature, which permits your lender to require early repayment of the loan. You should review your note for details.
does not have a demand feature.
Late PaymentIf your payment is more than 15 days late, your lender will charge a late fee of 5% of the monthly principal and interest payment.
Negative Amortization (Increase in Loan Amount)Under your loan terms, you
are scheduled to make monthly payments that do not pay all of the interest due that month. As a result, your loan amount will increase (negatively amortize), and your loan amount will likely become larger than your original loan amount. Increases in your loan amount lower the equity you have in this property.
may have monthly payments that do not pay all of the interest due that month. If you do, your loan amount will increase (negatively amortize), and, as a result, your loan amount may become larger than your original loan amount. Increases in your loan amount lower the equity you have in this property.
do not have a negative amortization feature.
Partial PaymentsYour lender
may accept payments that are less than the full amount due (partial payments) and apply them to your loan.
may hold them in a separate account until you pay the rest of the payment, and then apply the full payment to your loan.
does not accept any partial payments.If this loan is sold, your new lender may have a different policy.
Security InterestYou are granting a security interest in 456 Somewhere Ave., Anytown, ST 12345
You may lose this property if you do not make your payments or satisfy other obligations for this loan.
CLOSING DISCLOSURE PAGE 4 OF 5 • LOAN ID # 1234567890
Loan Disclosures
Escrow AccountFor now, your loan
will have an escrow account (also called an “impound” or “trust” account) to pay the property costs listed below. Without an escrow account, you would pay them directly, possibly in one or two large payments a year. Your lender may be liable for penalties and interest for failing to make a payment.
Escrow
Escrowed Property Costs over Year 1
$2,473.56 Estimated total amount over year 1 for your escrowed property costs:Homeowner’s InsuranceProperty Taxes
Non-Escrowed Property Costs over Year 1
$1,800.00 Estimated total amount over year 1 for your non-escrowed property costs:Homeowner’s Association Dues
You may have other property costs.
Initial Escrow Payment
$412.25 A cushion for the escrow account you pay at closing. See Section G on page 2.
Monthly Escrow Payment
$206.13 The amount included in your total monthly payment.
No Escrow
Estimated Property Costs over Year 1
Estimated total amount over year 1. You must pay these costs directly, possibly in one or two large payments a year.
Escrow Waiver Fee
will not have an escrow account because you declined it your lender does not offer one. You must directly pay your property costs, such as taxes and homeowner’s insurance. Contact your lender to ask if your loan can have an escrow account.
In the future, Your property costs may change and, as a result, your escrow pay-ment may change. You may be able to cancel your escrow account, but if you do, you must pay your property costs directly. If you fail to pay your property taxes, your state or local government may (1) impose fines and penalties or (2) place a tax lien on this property. If you fail to pay any of your property costs, your lender may (1) add the amounts to your loan balance, (2) add an escrow account to your loan, or (3) require you to pay for property insurance that the lender buys on your behalf, which likely would cost more and provide fewer benefits than what you could buy on your own.
Additional Information About This Loan
x
x
x
x
x
Contact Information
Confirm Receipt
Other Disclosures
AppraisalIf the property was appraised for your loan, your lender is required to give you a copy at no additional cost at least 3 days before closing. If you have not yet received it, please contact your lender at the information listed below.
Contract DetailsSee your note and security instrument for information about
• what happens if you fail to make your payments, • what is a default on the loan,• situations in which your lender can require early repayment of the
loan, and • the rules for making payments before they are due.
Liability after ForeclosureIf your lender forecloses on this property and the foreclosure does notcover the amount of unpaid balance on this loan,
state law may protect you from liability for the unpaid balance. If you refinance or take on any additional debt on this property, you may lose this protection and have to pay any debt remaining even after foreclosure. You may want to consult a lawyer for more information.
state law does not protect you from liability for the unpaid balance.
RefinanceRefinancing this loan will depend on your future financial situation, the property value, and market conditions. You may not be able to refinance this loan.
Tax DeductionsIf you borrow more than this property is worth, the interest on the loan amount above this property’s fair market value is not deductible from your federal income taxes. You should consult a tax advisor for more information.
By signing, you are only confirming that you have received this form. You do not have to accept this loan because you have signed or received this form.
Applicant Signature Date Co-Applicant Signature Date
CLOSING DISCLOSURE PAGE 5 OF 5 • LOAN ID # 123456789
Total of Payments. Total you will have paid after you make all payments of principal, interest, mortgage insurance, and loan costs, as scheduled. $285,803.36
Finance Charge. The dollar amount the loan will cost you. $118,830.27
Amount Financed. The loan amount available after paying your upfront finance charge. $162,000.00
Annual Percentage Rate (APR). Your costs over the loan term expressed as a rate. This is not your interest rate. 4.174%
Total Interest Percentage (TIP). The total amount of interest that you will pay over the loan term as a percentage of your loan amount. 69.46%
Loan Calculations
x
Lender Mortgage Broker Real Estate Broker (B)
Real Estate Broker (S)
Settlement Agent
Name Ficus Bank FRIENDLY MORTGAGE BROKER INC.
Omega Real Estate Broker Inc.
Alpha Real Estate Broker Co.
Epsilon Title Co.
Address 4321 Random Blvd.Somecity, ST 12340
1234 Terrapin Dr.Somecity, MD 54321
789 Local LaneSometown, ST 12345 45
987 Suburb Ct.Someplace, ST 12340
123 Commerce Pl.Somecity, ST 12344
NMLS ID 222222
ST License ID Z765416 Z61456 Z61616
Contact Joe Smith JIM TAYLOR Samuel Green Joseph Cain Sarah Arnold
Contact NMLS ID 12345 394784
Contact ST License ID
P16415 P51461 PT1234
Email [email protected]
JTAYLOR@ FRNDLYMTGBRKR.CM
[email protected] [email protected] sarah@ epsilontitle.com
Phone 123-456-7890 333-444-5555 123-555-1717 321-555-7171 987-555-4321
Questions? If you have questions about the loan terms or costs on this form, use the contact information below. To get more information or make a complaint, contact the Consumer Financial Protection Bureau at www.consumerfinance.gov/mortgage-closing?